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PBSD MSTBU Agenda 07/10/2023 (Budget)PELICAN BAY SERVICES DIVISION Municipal Services Taxing and Benefit Unit NOTICE OF PUBLIC MEETING MONDAY, JULY 10, 2023 THE BUDGET COMMITTEE OF THE PELICAN BAY SERVICES DIVISION WILL MEET ON MONDAY, JULY 10 AT 1:30 PM AT THE PELICAN BAY SERVICES DIVISION, 1ST FLOOR OF THE TRUIST BANK BUILDING, SUITE 102, LOCATED AT 801 LAUREL OAK DRIVE, NAPLES, FLORIDA, AGENDA 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 4/06/2023 meeting minutes 5. Audience comments 6. Review of 9-month financials and estimates for the balance of the year 7. Review of ongoing project funding and financing requirements — including a schedule of estimated financing draws for FY2024 8. Budget amendments 9. Review of Operations Building bids 10. Review of Administrator bid 11. Other Business 12. Adjournment 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. BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION APRIL 6, 2023 The Budget Committee of the Pelican ayeervices Division met on Thursday, Apr. 6 at 2:00 p.m. at the Truist Building, 801 Laurel Oak Drive, Suite 102, Naples, Florida. In attendance were: Budget Committee Denise McLaughlin Michael Fogg, Chairman Michael Rodburg Joe Chicurel Pelican Bay Services Division Staff Dave Greenfield, Supervisor —Field II Neil Dorrill, Administrator Karin Herrmann, Project Manager I Chad Coleman, Operations Manager Lisa Jacob, Project Manager II (absent) Darren Duprey, Supervisor - Field I (absent) Barbara Shea, Admin. Support Specialist II Also Present APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 11/09/2022 meeting minutes 5. Audience Comments 6. Review of the draft FY24 PBSD budget 7. Target FY24 PBSD assessment 8. Adjournment ROLL CALL All members were present and a quorum was established. AGENDA APPROVAL Ms. McLaughlin motioned, Mr. Rodburg seconded to approve the agenda as resented. The motion carried unammousl . APPROVAL OF 11/09/2022 MEETING MINUTES Ms. McLaughlin motioned, Mr. Rodburg seconded to approve the 11/09/2022 meeting minutes as presented. The motion carried unanimously. 7 Pelican Bay Services Division Budget Committee Meeting April 6, 2023 None REVIEW OF THE DRAFT FY24 PBSD BUDGET Mr. Fogg provided an additional document entitled "Table 1" which included all of the capital project line items in Fund 322 and their respective estimated 09/30/23 carryforwards and FY24 budget amounts, which was added to the record. He reviewed the FY24 budget funds allocated to each project. Ms. McLaughlin questioned who would be funding any potential plantings for the replacement dune in Pelican Bay areas, which will be installed as part of the County FEMA project (April — June). Staff will discuss this issue with Dr. Dabees, our Coastal Engineer. Mr. Fogg suggested adding $500,000 to our Operations Building Replacement Project based on the current inflationary environment. Mr. Coleman suggested that the budget for our Phase 2 Sidewalk Project be increased by a portion of this $500,000, with a corresponding reduction in this suggested addition to the Operations Building Replacement Project. The committee was agreeable to this suggestion. Ms. McLaughlin asked for an update on the possibility of including solar panels as part of our Operations Building Project. Mr. Dorrill commented that staff will ask our engineer to provide an estimate on the cost of the installation of solar panels, as part of the project, as well as what the payback would be. He noted that if the solar panels were economically feasible, then this would be treated as a change order. We would also need to obtain an additional approval from the PBF Design Review Committee. Ms. Herrmann will discuss the feasibility of solar panels with the project's Project Manager. Mr. Fogg suggested that we look into both roof solar panels and farm solar panels. Mr. Coleman commented that the street light project in this fund relates only to the replacement of light fixtures. Mr. Fogg commented that since we have no planned lake bank projects in FY24, $1 million in the Lake Bank Project will be transferred to the Phase 2 Sidewalk Project. Mr. Fogg suggested that the carryover of $180,000 in debt service should be sufficient for FY24. Mr. Coleman commented that so far we have spent $1.4 million on our Phase 2 Sidewalk Project, and that we will be adding an additional $1.3 million in budget funds to this project in FY24. The total Quality Enterprises contract for the sidewalk project is $6.7 million. Mr. Coleman noted that the QE contract allows for liquidated damages if the project is not completed on time. Mr. Coleman commented that $155,000 FY24 budget funds will be added to Clam Bay Fund 320, and that each year we receive an additional contribution from the County for Clam Bay expenses of $150,0000. Mr. Coleman commented that in FY23, we have spent approximately $700,000 for Hurricane Ian related expenses. However, we expect to be reimbursed from FEMA and insurance for most of these expenses, at some time in the future. Mr. Fogg commented on our Fund 778 Pelican Bay Lighting which is funded via ad valorem taxes; the tax rate of .0857 will stay the same in FY24 as in prior years. Mr. Fogg noted that this budget includes a 17% increase in personal services. Mr. Coleman commented that this line item includes salaries as well as other salary related expenses such as retirement and health insurance. Mr. Fogg provided documents entitled, "Fund Center Expenditure Budget Comparison Grouped by Account Minor, Division" for Fund 778 and Fund 109 which were added to the record. Pelican Bay Services Division Budget Committee Meeting April 6, 2023 Mr. Fogg commented that Fund 109 includes a 15% increase in personnel services. Mr. Dorrill commented that staff will reach out to Deputy County Manager Ed Finn to provide an explanation/breakdown of this increase, prior to next week's PBSD Board meeting (for discussion at the board meeting). He commented that there are additional salary related line items such as "reserve for salary adjustment" which also need an explanation. Mr. Fogg reviewed a number of line items within Fund 109's proposed budget. The proposed FY24 budget for operating expenses is approximately 2.5% higher than our FY23 budget. Mr. Coleman commented that irrigation expense was the only line item in Fund 109 which was significantly adversely affected by Hurricane Ian in FY23. Irrigation system repair and replacement is not FEMA reimbursable. TARGET FY24 PBSD ASSESSMENT Mr. Fogg commented that the financial documents provided and discussed in today's meeting result in a proposed FY24 assessment of approximately $940/ERU, which is an increase of approximately 7.1% from the FY23 assessment. The total assessment of $940/ERU is comprised of $260 in capital and $680 in operating expenses. Last year's assessment of $873 was comprised of $233 in capital and $640 in operating expenses. The committee was in agreement with this proposed assessment. The meetin:r was adiourned at 3:18 Michael Fogg, Chairman Minutes approved (] as presented OR [_] as amended ON [ � date c� BUDGET COMMITTEE PELICAN BAY SERVICES DIVISION APRIL 6, 2023 The Budget Committee of the Pelican Bay Services Division met on Thursday, Apr. 6 at 2:00 p.m. at the Truist Building, 801 Laurel Oak Drive, Suite 102, Naples, Florida. In attendance were: Budget Committee Denise McLaughlin Michael Fogg, Chairman Michael Rodburg Joe Chicurel Pelican Bay Services Division Staff Dave Greenfield, Supervisor —Field II Neil Dorrill, Administrator Karin Herrmann, Project Manager I Chad Coleman, Operations Manager Lisa Jacob, Project Manager II (absent) Darren Duprey, Supervisor - Field I (absent) Barbara Shea, Admin. Support Specialist 11 Also Present APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll call 3. Agenda approval 4. Approval of 11/09/2022 meeting minutes 5. Audience Comments 6. Review of the draft FY24 PBSD budget 7. Target FY24 PBSD assessment 8. Adjournment ROLL CALL All members were present and a quorum was established. AGENDA APPROVAL Ms. McLaughlin motioned, Mr. Rodburg seconded to approve the agenda as resented. The motion carried unanimous] . APPROVAL OF 11/09/2022 MEETING MINUTES Ms. McLaughlin motioned, Mr. Rodburg seconded to approve the 11/09/2022 meeting minutes as resented. The motion carried unanimously. 1 Pelican Bay Services Division Budget Committee Meeting April 6, 2023 AUDIENCE COMMENTS None REVIEW OF THE DRAFT FY24 PBSll BUDGET Mr. Fogg provided an additional document entitled "Table 1" which included all of the capital project line items in Fund 322 and their respective estimated 09/30/23 canyforwards and FY24 budget amounts, which was added to the record. He reviewed the FY24 budget funds allocated to each project. Ms. McLaughlin questioned who would be funding any potential plantings for the replacement dune in Pelican Bay areas, which will be installed as part of the County FEMA project (April — June). Staff will discuss this issue with Dr. Dabees, our Coastal Engineer. Mr. Fogg suggested adding $500,000 to our Operations Building Replacement Project based on the current inflationary enviromnent. Mr. Coleman suggested that the budget for our Phase 2 Sidewalk Project be increased by a portion of this $500,000, with a corresponding reduction in this suggested addition to the Operations Building Replacement Project. The committee was agreeable to this suggestion. Ms. McLaughlin asked for an update on the possibility of including solar panels as part of our Operations Building Project. Mr. Dorrill commented that staff will ask our engineer to provide an estimate on the cost of the installation of solar panels, as part of the project, as well as what the payback would be. He noted that if the solar panels were economically feasible, then this would be treated as a change order. We would also need to obtain an additional approval from the PBF Design Review Committee. Ms. Herrmann will discuss the feasibility of solar panels with the preject's Project Manager. Mr. Fogg suggested that we look into both roof solar panels and farm solar panels. Mr. Coleman commented that the street light project in this fund relates only to the replacement of light fixtures. Mr. Fogg commented that since we have no planned lake bank projects in FY24, $1 million in the Lake Bank Project will be transferred to the Phase 2 Sidewalk Project. Mr. Fogg suggested that the carryover of $180,000 in debt service should be sufficient for FY24. Mr. Coleman commented that so far we have spent $1.4 million on our Phase 2 Sidewalk Project, and that we will be adding an additional $1.3 million in budget funds to this project in FY24. The total Quality Enterprises contract for the sidewalk project is $6.7 million. Mr. Coleman noted that the QE contract allows for liquidated damages if the project is not completed on time. Mr. Coleman commented that $155,000 FY24 budget funds will be added to Clam Bay Fund 320, and that each year we receive an additional contribution from the County for Clam Bay expenses of $150,0000. Mr. Coleman commented that in FY23, we have spent approximately $700,000 for Hurricane Ian related expenses. However, we expect to be reimbursed from FEMA and insurance for most of these expenses, at some time in the future. Mr. Fogg commented on our Fund 778 Pelican Bay Lighting which is funded via ad valorem taxes; the tax rate of .0857 will stay the same in FY24 as in prior years. Mr. Fogg noted that this budget includes a 17% increase in personal services. Mr. Coleman commented that this line item includes salaries as well as other salary related expenses such as retirement and health insurance. Mr. Fogg provided documents entitled, "Fund Center Expenditure Budget Comparison Grouped by Account Minor, Division" for Fund 778 and Fund 109 which were added to the record. 2 Pelican Bay Services Division Budget Committee Meeting April 6, 2023 Mr. Fogg commented that Fund 109 includes a 15% increase in personnel services. Mr. Dorrill commented that staff will reach out to Deputy County Manager Ed Finn to provide an explanation/breakdown of this increase, prior to next week's PBSD Board meeting (for discussion at the board meeting). He commented that there are additional salary related line items such as "reserve for salary adjustment" which also need an explanation. Mr. Fogg reviewed a number of line items within Fund 109's proposed budget. The proposed FY24 budget for operating expenses is approximately 2.5% higher than our FY23 budget. Mr. Coleman commented that irrigation expense was the only line item in Fund 109 which was significantly adversely affected by Hurricane Ian in FY23. Irrigation system repair and replacement is not FEMA reimbursable. TARGET FY24 PBSD ASSESSMENT Mr. Fogg commented that the financial documents provided and discussed in today's meeting result in a proposed FY24 assessment of approximately $940/ERU, which is an increase of approximately 7.1% from the FY23 assessment. The total assessment of $940/ERU is comprised of $260 in capital and $680 in operating expenses. Last year's assessment of $873 was comprised of $233 in capital and $640 in operating expenses. The committee was in agreement with this proposed assessment. The meeting was adjourned at 3:18 Michael Fogg, Chairman Minutes approved [] as presented OR L� as amended ON � ]date i PELICAN BAY BALANCE SHEET Jun 30, 2023 (UNAUDITED) Pelican Bay Landscape, Pelican Bay Street Safety, Lake &Beach Clam Bay [appal Assessment Financed Capital Operating Fund Lighting Projects Projects Funded Activities Projects OLD FUND NUMBER 109 778 322 320 313 j 1W7000000 1008000000 3041000D00 3040000000 Total 3042000D00 TOTAL ASSETS Cash and investments %0%611.26 423,113.21 7,200,883.53 2970547.36 11,5220155.86 956,410.87 12,4830566.73 Interest receivable - - - - - - - Tradereceivable,net - - - - - - - ROULeaseReceivable,Current 47,202,23 23,497.84 - - 71,205.57 - 71,205.57 Due from other Funds - - - - - - - Due from other governments 8100 37,235.06 32,243.06 320243.06 Total assets 3,653,326.99 446,611.55 2,238,118.59 297,547.36 1116350604.49 956,410,87 12,592,015.36 LIABILITIES AND FUND BALANCE Liabilities: Accounts payable 112,918,89 5,758.97 24,352.83 310101.25 224,131.84 226,387.49 450,519.33 Wagespayable - - - - -- Retainage payable - - - - - - - Due toother Government 129,20 MAD - - 192.30 - 192.30 Deferred Inflows -Leases 46,738.73 23,D20.57 - - 69,759.30 - 69,759.30 Commercial Paper Loan 2,500,000.00 m 2,500,000.00 20500,000.00 Total liabilities 159,285.82 281 215740352.83 31,301.25 2,294,093.44 226,387.49 3,02%470.93 Fund balances: Fund balance 3,493,541.17 417,768.01 4,663,765.76 266,446.11 818410521.05 730,023.38 %5111344.43 Total liabilities and fund balances 3,653,326.99 446,611.55 7,238,118.59 292,542.36 11,635,604.49 956,410.82 12,592,015.36 Fund Balance at the end of the period 3,493,541.12 4120268.01 4,663,765.76 266*446.11 730,023.38 Approved Project Financing Available to Draw 4,000,000.00 Unspent balance of projects: Small projects under$200K - - 449,630.70 - - 5012GBeach Renoudshment - - 639,068.74 - - 50211-PMD OPS BLD - - 3,621,267A4 - - 50212-PBSO PHI -SW - - 720,111,70 - - 50212-PUD P112-SW - - - - 4,713,840.69 51026-PBSD Lake Bank Restoration - - 112390205.03 - - 51100-Clam Bay Restoration 232,462.10 Total unspent balance of major projects 6,669,283.61 237,462,10 4,713,840.69 Budgeted reserves: 993000-Reserve for contingencies 1080500.00 11,400.00 - - - 991700-Reserve for disaster relief 700,000.00 - - - - 992090-Reserve for sinking fund - - - - - 993000-Reserve for capital outlay 110,500.00 501000,00 110,400.00 - - 994500-Reserve for future construction and Improvement - - - - - 998000-Reserve for cash 475,000.00 40,000,00 Total budgeted reserves 1,394,000.00 101,400.00 110,400.00 Budgeted commitments at the end of the period 1,394,000.00 101,400.00 6,779,683.61 237,462.10 4,213,840.69 2,099,541.17 316,368.01 (2,115,912.85) 28*984.01 16,182.69 Financing Recap: Funding for currentsidewalk program planned 6,500,000.00 This is the difference between Interest Funding reserved for future capitalprojecls 3,500,000.00 earned on unspent proceeds and Financing Secured 10,000,000A0 accrued interest paid on the borrowing. ■t<!< « 4f• ® ,! !j \) °■B!; w ..§ ;§§i;, § !\ ! ,w47 ;„ „;.;, , ;; - `- <!: !K\(#* \ )}\§ ) } )i (§(Cl \\ „; ,��r4n .....; Co ;n —! §'§§; "` ;§r R#(#¥R �. 4 °} ! .....§ ! 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[n...! )B ■ _ � (\} §§ \§ .. § )� � {t ' ( } B§\ /;/\}/|r a;§ <;I- •).! !_ !, G( !}§} | \�� \ .. { !l a }/ � § ) \\ � § - E(k;( !)!� § - § \ ! ! § 7 k ,~ \ \ § K | } k | } § _ n49 k § ! k \ / { SOS k / J i § B B § § B !w Agenda Item #7 Page 2 of 2 Short Text Mov Material Document Material Posting Date Amfln Loc.Cur. eme Doc.ltem nt type GR 101 5001531920 1 6/12/2023 1511888,69 GR 101 5001520513 1 4/18/2023 188,871.95 GR 101 5001613879 1 3/16/2023 181,458.98 GR 101 5001508224 1 2/16/2023 76,238.19 GR 101 5001500463 1 1/11/2023 27,143,83 GR 101 6001494536 1 12/9/2022 615,903,09 GR 101 6001491362 1 11 /23/2022 134,163,60 GR 101 5001470934 1 winnnvv zas goo nn Tr.lEv. Goods receipt 1,690,264.23