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PBSD MSTBU Minutes 12/13/202333.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION DECEMBER 13, 2023 The Pelican Bay Services Division Board met on Wednesday, December 13, 2023, 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) Mark Ferland Pelican Bay Services Division Staff Neil Dorrill, Administrator Dawn Brewer, Ops. Support Spec. 11 Chad Coleman, Ops. Manager Darren Duprey, Supervisor — Field I Also Present Mohamed Dabees, Humiston & Moore Peter Griffith Susan Hamilton Denise McLaughlin Michael Rodburg Beth Stein (absent) Rick Swider Dave Greenfield, Supervisor - Field II Karin Herrmann, Project Manager I Lisa Jacob, Project Manager 11 Barbara Shea, Admin. Support Spec. 11 Susan Levine, PBF Board APPROVED AGENDA (ASAMENDED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 11/08/23 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Capital Projects updates i. Sidewalk Phase 1I status ii. Operations Facility iii. Clam Pass dredging update b. November 30 Financial Report 7. Chairman's report 8. Old Business 9. New Business/Miscellaneous Correspondence a. PBPOA and PBF sub -committees (add -on) 10. Adjournment ROLL CALL Mr. Damouni and Ms. Stein were absent and a quorum was established. Mr. Fogg commented that Ms. Stein has indicated that she intends to resign from the board due to personal reasons. 0 M N O N ri Packet Pg. 657 33.A.3 Pelican Bay Services Division Board Regular Session. December 13, 2023 0 AGENDA APPROVAL IMs. Hamilton motioned, Mr. Griffith seconded to approve the agenda as I amended with the addition of item #9a. The motion carried unanimously. VAL OF 11/8/2023 REGULAR SESSION MEETING IMs. Hamilton motioned, Mr. Griffith seconded to approve the 11/8/2023 regular I session meetine minutes as presented. The motion carried unanimously. AUDIENCE COMMENTS a� Mr. Rick Lillie, President of the Crescent Homeowners Assoc., commented that he looks forward to the like -kind repair/restoration of landscaping on the Crescent property. He noted that there m was no working irrigation water for Crescent hedges from Oct. 20 — Dec. 4 and that irrigation has been M spotty since then. Mr. Lillie also commented that a much smaller width of surface area for sidewalk removal/replacement was cut in front of other communities along Pelican Bay Blvd. than was cut in a. front of the Crescent. He commented that he appreciates the board's support and looks forward to the restoration of the Crescent landscaping. N Mr. Trent Waterhouse commented that at this week's Presidents Council meeting there were safety concerns expressed concerning the construction sites on Pelican Bay BIvd. As a result of the o construction sites on both sides of the PB Blvd., walkers and bicyclists are being forced into the street. N Mr. Waterhouse suggested that additional attention be paid to setting up safety cones along PB Blvd., where appropriate. a ADMINISTRATOR'S REPORT SIDEWALK PHASE 11 UPDATE Mr. Dorrill provided the following updates on our Sidewalk Phase 11 Project. • Laid sidewalk is now at 88.5% completion (and confirmed by our inspection engineer). • So far, $4.5 million has been earned and paid for (out of a total project of $6.7 million). We are now at 65% through the project's time schedule. • The contractor's slip form machine will be removed by the end of this week; QE will be hand - forming concrete placement for the remainder of the project. • Throughout the project we have recorded and memorialized the daily logs of our engineer inspector, which will be utilized to ensure landscape remediation by QE. • The newly installed sod on Ridgewood Dr. will be fully inspected to determine whether it meets project specifications. • A summary of project landscape areas which are "out of spec" and remain unresolved will be requested from our engineer inspector and shared with the board. • Minor alignment changes (in sidewalk installation) requested by community associations have been accommodated. Mr. Coleman commented that the County's right-of-way inspectors will inspect and reject any areas of sod installed as part of our project not meeting project specifications. He noted that the project's contract includes a one-year warranty for all project work. Mr. Dorrill commented that the trench in the valley gutter on Hammock Oak Drive has been dug to allow for the installation of a new irrigation water main line. 2 Packet Pg. 6 8771 Pelican Bay Services Division Board Regular Session. 33.A.3 December 13, 2023 OPERATIONS FACILITY UPDATE Mr. Dorrill provided the following updates on our Operations Facility Replacement Project. • Yesterday, the Board of County Commissioners authorized the Chair to execute a contract with Heatherwood Construction for our Operations Facility Project. • The County's PUD Dept. will provide approximately $500,000 in cost sharing. • Construction trailers have been set up on 6200 Watergate Way (project site) for our operations staff to work out of Propane heaters may be rented this winter to accommodate staff. • The engineer's estimate of the time frame for construction is 9 —12 months. Mr. Coleman commented that he expects to obtain an approved purchase order for the project within a few weeks, followed by a January pre -construction meeting, followed by commencement of the project. CLAM PASS DREDGING UPDATE Dr, Mohamed Dabees, Coastal Engineer with Humiston & Moore, provided an update on Clam Pass conditions as follows. • November Clam Pass aerials were shown for review by the board and the audience. • A survey of Clam Pass has just been completed, which shows excess sand of 13,000 yards in the template; 6,000 yards in Section "A," 4,000 yards in Section "B," and 3,000 yards in Section "C." • A 2024 maintenance dredge is recommended. We can begin to prepare the project package. • Although the Pass has straightened out somewhat in recent weeks (it had previously meandered towards the north), strong winds and waves over the next five days may change the direction of the Pass. • Our 2024 project will utilize a hydraulic dredge; the Pass will remain open during the project. Mr. Dorrill commented on the "ribbon" of dead mangroves, which runs parallel to the beach from Clam Pass to north of the South Beach Facility, which could be clearly seen on the projected November aerial photo of Clam Pass. Staff will follow up with our Earth Tech consultant to determine how to assist in the recovery of this strip of mangroves. Mr. Griffith questioned whether the PBSD has a brief on the water quality in Clam Bay. Mr. Dorrill commented that per the Clara Bay Management Plan, the PBSD monitors the water quality in Clam Bay, including quarterly monitoring and annual reporting. He noted that in the past, we had discussions on the possibility of removing sediment (containing copper) in Upper Clam Bay to improve water quality. Mr. Dorrill also commented that about seven years ago, state funding was obtained to remove the sediment in the lake bottom of Lake Trafford in Immokalee which improved the overall water quality of this lake. Dr. Dabees commented that removing lake bottom sediment may not be the best way to improve water quality as it is very difficult to haul away the sediment. Mr. Dorrill commented that if we were to undertake a physical project, then we would need to develop a cost/benefit analysis. Such a project would have political implications and could contribute/encourage larger boat navigable traffic, whereas this bay area was intended for smaller boat recreational use. Mr. Fogg commented that copper levels in Clam Bay have been higher in the past and questioned whether the health of the mangroves is in danger at this time. Dr. Dabees commented that Hurricane Ian impaired the health of the mangroves, which will take a while to recover from the huge runoff experienced during that storm. He suggested that our most effective action is to ensure the flow out of Clam Pass; our planned 2024 maintenance dredge will improve flushing in the system. 0 M N 0 N ri Packet Pg. 659 33.A.3 Pelican Bay Services Division Board Regular Session December 13, 2023 0 Mr. Fogg questioned whether we should look at requesting amendments to our Clam Bay permit which is due to be renewed in 2027. Dr. Dabees commented that if we were to request an amendment that it would likely delay the issuance of a new permit. Instead, he suggested they we 2 renew the 2027 permit as is, and then submit a request for modification of the template at a later date, if we determine that there is a need to expand the template. m° c Ms. McLaughlin commented that it was deemed appropriate to dredge a lake in the City of Naples where the project required the sediment to be removed and dried, and then placed in an area o that would accept hazardous waste, at extraordinary expense. She suggested that we look at expanding hand -dug channels which would improve flow in Clam Bay, Dr. Dabees suggested that areas of concern and methods to improve flow in Clam Bay be discussed at a future Clam Bay Committee meeting. � Ms. Charlotte Culgin commented that prior to the PBSD obtaining a permit to dredge Clam m Pass, Collier County completed a dredge in 1999 which included dredging all the way up to the bridge. Since then, dredging has been limited to the dredge template, per the permit. She suggested that we need to work together to educate neighbors and community associations on limiting fertilizer, which a impairs the water quality in Clam Bay from run-off into the system. Ms. Culgin expressed concern over a prior PBSD Clam Pass dredging project which closed the Pass for eight weeks during which she observed dead fish and sea life in the canal behind her home N (approximately two years ago). She commented that she would like the 2024 project to include N dredging up to the bridge. Mr. Fogg commented that these issues can be discussed at a Clam Bay N Committee meeting. Mr. Dorrill commented that staff will provide Ms. Culgin with a copy of the final draft of our Clam Bay 2022 Water Quality Report. NOVEMBER 30 FINANCIAL REPORT Mr. Dorrill reviewed the November 30 financial statements and discussed highlights including a current PBSD cash balance of approximately $14.3 million, approximately $9 million encumbered in capital improvement projects, and approximately $1.5 million in required County reserves. He noted that $2.1 million in November assessment revenue appears to be low; however, it is likely that some of the November assessments paid were not posted until December. Mr. Dorrill commented that a draw of a little less than $3 million from our commercial paper line was requested and received in November. He also noted that we are earning interest of approximately $15 -- 16,000 each month. Mr. Fogg commented on our current funded projects including $471,671 for signage replacement, a little under $1 million for beach renourishment, and $5.4 million for our Operations Building replacement. Mr. Coleman noted that the total project cost of $5.4 million includes the add alternate items including the chemical and storage buildings. Mr. Dorrill commented on the benefits of having these new buildings which will he in compliance with occupational safety standards. CHAIRMAN'S REPORT Mr. Fogg followed up on Mr. Waterhouse's concerns on safety cones on Pelican Bay Blvd, Mr. Coleman commented that currently there are two other PB Blvd. ongoing construction projects (a County lift station improvement project and a golf course project) in addition to our PBSD sidewalk project. He commented that staff will continue to ensure that proper MOT (maintenance of traffic) standards (including safety cones) are followed by our contractor. 4 Packet Pg. 660 33.A.3 Pelican Bay Services Division Board Regular Session December 13, 2023 Mr. Fogg reported that Ms. Stein has indicated that she is resigning from the board. The open position will be posted on the County website. Ms. McLaughlin suggested that this open position is also advertised in the PB Post. Mr. Fogg commented that he attended the staff Christmas lunch and was very impressed with the morale, positive attitude, and ownership of the entire PBSD organization. He commented that Mr. Dorrill, Mr. Coleman, and the management team have done a good job in cultivating a positive attitude and ownership by our staff. Mr. Coleman also complimented our entire staff who have all put in an extra effort in providing additional assistance with the sidewalk project. NEW BUSINESS PBPOA AND PBF SUB -COMMITTEES (ADD - Mr. Griffith commented that the PBPOA President, Beth Schultz, has asked him to provide a short talk on the role of the PBSD, at their PBPOA meeting on Dec. 14. He noted that Ms. Schultz, has been developing a list of questions (contributed by many residents) for discussion. Mr. Griffith commented that of the questions he has received so far, they show that Pelican Bay members have a total lack of knowledge of what PBSD responsibilities are. He noted that Mr. Coleman will be attending this meeting and may be called upon to assist him in answering more complex questions. Mr. Griffith commented that a PBF sub -committee has shown an interest in getting involved in Pelican Bay landscaping decisions and having joint discussions with the PBSD on landscaping. He noted that there is a huge deficit of trees required on single family home properties. Mr. Griffith commented that at the November PBSD Board meeting, it was suggested that a joint PBSD/PBF meeting be scheduled. Mr. Fogg disagreed, and suggested that little was accomplished at the last joint meeting. He suggested that members of the PBF sub -committee, interested in Pelican Bay landscaping, should attend our Landscape & Safety Committee meetings. Dr. Chicurel commented that he will reach out to the chair of the sub -committee for an initial one-on- one discussion on PB landscaping. Ms. McLaughlin commented that the sub -committee members need to be encouraged to attend our Landscape & Safety Committee meetings. Mr. Fogg commented that the PBF is responsible for determining landscaping on PBF property, and that the PBSD will continue to maintain all landscaping on PBF property, as it has always done. THANKS TO MR. JIM HOPPENSTEADT Mr. Dorrill, on behalf of staff, expressed appreciation collectively to Mr. Jim Hoppensteadt for his professionalism, his contributions, his cooperation, and his willingness to cost share with us. We wish him the very best professionally and thank him for his spirit of cooperation. The meetinu was - /'_U� Michael Fogg, Chairman ourned at 2:27 n.m. U Minutes approvedas presented OR " as amended ON 0 1 It0 o? date 0 M N O N M Packet Pg. 661