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PBSD MSTBU Minutes 07/10/2023 Budget CommitteeBUDGET COMMITTEE PELICAN BAY SERVICES DIVISION DULY 1 9 2023 The Budget Committee of the Pelican Bay Services Division met on Monday, July 10 at 1*30 p.m. at the Truist Building, 801 Laurel Oak Drive, Suite 102, Naples, Florida. In attendance were: Budget Committee Michael Fogg, Chairman Joe Chicurel Pelican Bay Services Division Staff Neil Dorrill, Administrator Dawn Brewer, Ops. Support Spec. II Chad Coleman, Operations Manager Darren Duprey, Supervisor - Field I (absent) Also Present Denise McLaughlin Michael Rodburg Dave Greenfield, Supervisor —Field II Karin Herrmann, Project Manager I Lisa Jacob, Project Manager II Barbara Shea, Admin. Support Specialist II APPROVED AGENDA (AS PRESENTED) 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 ROLL CALL All members were present and a quorum was established. AGENDA APPROVAL Mr. Rodburg motioned, Ms. McLaughlin seconded to approve the agenda as presented. The motion carried unanimously. Pelican Bay Services Division Budget Committee Meeting July 10, 2023 Mi. Rodburg motioned, Ms. McLaughlin seconded to approve the 4/6/2023 meeting minutes as Dresented. The motion carried unanimouslv. AUDIENCE COMMENTS None REVIEW OF 9-MONTH FINANCIALS AND ESTIMATES FOR END OF YEAR Mr. Fogg reviewed the 9-month financials which included the following highlights. • Fund 3042, PB financed capital projects, shows a balance of $730,000 which are the funds remaining from the last draw down, available to be spent on the sidewalk project. • Ms. Hermann will follow up on our April reported interest income in Funds 1007, 3040, and 3041 which appears to be incorrectly understated. Overall FY2023 interest income earned is higher than budget due to the current high interest rate environment. • Actual YTD salary expenses are just under 75% of total budget, which is on target. • YTD operating expenses spent or committed are approximately 90% of budget. Mr. Coleman commented that we have sufficient funds available for operating expenses for the balance of FY2023. • Mr. Coleman commented that in FY2023 we have replaced one transit van (Hurricane Ian loss) which will be covered by insurance. • Mr. Coleman commented that Hurricane Ian expenses were paid out of a separate account, which will likely be FEMA reimbursable. (However, this is a PBSD contingency.) • Mr. Coleman commented that he is hopeful that we will take delivery on our new bucket truck by year-end. • YTD Clam Bay expenditures are well under budget. • Median landscape replacement and general sod replacement (various locations) resulting from Hurricane Ian are currently in -progress. • Mr. Coleman noted that we are working on several sign repairs and that we hope to obtain a contract with a local vendor in the near future in order to complete repairs more efficiently. • The PBF paid for a significant amount of sand placed in and around the Marker 36 facility (approximately $100,000). • Starting tomorrow, Hart's Electric will begin installing LED streetlight fixtures on PB Blvd. under a PBSD purchase order. • $585,627 was the total paid in FY2023 to the contractor for the completion of the Oakmont Lake project. Of the $1,082,766 balance remaining in lake bank projects, $1 million will be transferred to the sidewalk project in FY2024. • Currently we have $2.5 million outstanding in our commercial paper loan account. Our approved project financing available to draw is $4 million. The County will contribute $500,000 each year for 10 years for our sidewalk project. CONTINGENCY FOR THE COUNTY'S BEACH DUNE REPLACEMENT PROJECT Mr. Donill commented that we may be "back -charged" for a percentage of the County's FEMA beach dune replacement project. Mr. Coleman commented that the $1.9 million project Pelican Bay Services Division Budget Committee Meeting July 10, 2023 may result in the PBSD paying $400 - $500,000 (FEMA will reimburse 75% of the project). Typically, the state may reimburse 12%. He noted that we do have beach renourishment funds available, if necessary. Mr. Dorrill commented that there are three other "private" beaches, identical to ours, which were part of the County's project including (1) Lely Barefoot Beach, (2) in and around Port Royal in the City of Naples, and (3) Hideaway/Tigertail beach on Marco Island. He commented that he has asked both the County's OMB Dept. and the Coastal Zone Management Dept, to explain how these other similar private beaches are being treated, and has not received any answers. He noted that all four private beaches should be treated equally. SIDEWALK PROJECT ISSUES Mr. Dorrill commented that we are creating a record showing that our sidewalk contractor, Quality Enterprises, currently has too many open construction areas. These areas need to be completed before additional construction areas are opened.. He noted that the contractor's use of a slipform machine is resulting in many sections being "failed" by our engineer. The quality of the concrete is not consistent. He noted that liquidated damages are included at the back end of the QE contract. REVIEW OF ONGOING PROJECT FUNDING. AND FINANCING REQUIREMENTS Mr. Coleman reviewed a schedule of completed and projected PBSD commercial paper draws, included in the agenda packet. He commented that he has projected monthly sidewalk project payments of $200,000/month. Mr. Coleman is projecting that no additional commercial paper draws will be needed until 2024, and that discussion on the amount of the next draw should begin in January 2024, APPROVAL OF THE FY2024 PBSD BUDGET BY THE BOARD OF COMMISSIONERS Mr. Coleman reported that our FY2024 PBSD budget received preliminary approval by the Board of County Commissioners in June. Mr. Dorrill commented that several of the Commissioners went out of their way to compliment PBSD staff. REVIEW OF OPERATIONS BUILDING BIDS Mr. Coleman commented that bids are due for the Operations Building project today at 3:00 p.m. He noted that so far three bids have been received. Mr. Coleman commented that the next step is for the design engineer to complete a letter of recommendation based on a review of the bids submitted. GEORGETOWN ROADWAY DRAINAGE REPAIR Mr. Dorrill reported that there is a failure within a private residential roadway collection system (in Georgetown), within a public drainage easement that we are responsible for. Mr. Rodburg commented that four proposals will be discussed at tomorrow's Water Management Committee meeting and then a recommendation will be made to the board. Mr. Coleman commented that he is looking for the board to approve a recommendation to allow for the engineering phase of the project to begin. Once the engineering is completed, the project would be brought back to the board for approval before going out to bid, most likely in FY2025. ADJOURNMENT 3 Pelican Bay Services Division Budget Committee Meeting July 10, 2023 The meeting was adjourned at 2:15 p.me Fogg, Minutes approved [ V as presLfnted OR as amended ON OL /01/aVo?q date