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PBSD MSTBU Agenda 10/11/202333.A.3 PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION OCTOBER 11, 2023 The Pelican Bay Services Division Board met on Wednesday, October 11, 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 .lack Cullen Jacob Damouni Mark Ferland Pelican Bay Services Division Staff Neil Dorrill, Administrator Dawn Brewer, Ops. Support Spec. II Chad Coleman, Ops. Manager Darren Duprey, Supervisor — Field I Also Present Jane Brown, Pelican Bay Foundation Mohamed Dabees, Humiston & Moore Peter Griffith (absent) Susan Hamilton Denise McLaughlin Michael Rodburg (absent) Beth Stein (absent) Rick Swider Dave Greenfield, Supervisor - Field II Karin Herrmann, Project Manager I Lisa Jacob, Project Manager II Barbara Shea, Admin. Support Spec. II Tony D'Errico, Pelican Bay Foundation Melanie Miller, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 9/13/23 Regular Session meeting minutes S. Audience comments 6. Administrator's report a. Capital Projects updates i. Sidewalk Phase II status ii. *Operations Facility bid iii. Clam Passibeaches post -storm status b. September 30 Financial Report 7. FY2024 budget and financing 8. Chairman's report 9. Old Business 10. New Business/Miscellaneous Correspondence 11, Adjournment ROLL CALL Mr. Griffith, Mr. Rodburg, and Ms. Stein were absent and a quorum was established. M N Co N co M N 0 N T r Packet Pg. 1074 33.A.3 Pelican Bay Services Division Board Regular Session October 11, 2023 M N Co N AGENDA APPROVAL C Ms. Hamilton motioned, Dr. Chicurel seconded to approve the agenda as presented. The motion carried unanimously. IMs. Hamilton motioned, Mr. Cullen seconded to approve the 9/13/2023 regular I session meetinE minutes as presented. The .motion carried unanimously. AUDIENCE COMMENTS Ms. Cindy Polke, an Oakmont resident, commented on medians with high plants, poor visibility and new replacement plants which are very small. She suggested plants which are less labor > intensive and more economical, and using less grass. Ms. Polk commented on the constant algae on m Oakmont Lake. She commented that she would like to help the PBSD with decisions on median CU landscaping. Mr. Fogg suggested that Ms. Polk attends a future PBSD Landscape & Safety Committee meeting where landscape decisions are made. a Ms. Jill Brader thanked Mr. Greenfield and his staff for the newly planted vegetation on the M berm. She commented on (1) the loss of about 15 trees on the berm and other locations throughout N the community which have never been replaced, (2) the lack of natural plantings, and (3) old vegetation M on the berm. Mr. Fogg suggested that Ms. Brader attends a future PBSD Landscape & Safety o Committee meeting. Dr. Chicurel commented that he will hold a future Landscape & Safety r Committee Workshop to review and discuss our experience with different types of plantings and trees in the PB community over the last decade, and why we have chosen the current palette of plantings o and trees for our medians. Mr. Dorrill commented on some sections of Oakmont which contain a rare native species called zeric scrub, which is a rare species of oak tree. ADMINISTRATOR'S REPORT SIDEWALK PHASE II UPDATE Mr. Dorrill provided the following updates on our Sidewalk Phase 11 Project. • Quality Enterprises (QE) has made remarkable improvements in both the output and the quality/mix of their concrete production. A little over five miles of sidewalk have been installed. • Subsequent to our mid -summer high-level meeting with QE senior management, we now have two full-time QE crews working, with onsite family oversight. • As sidewalk sections are identified which do not meet finish specifications, these sections are added to an itemized list for follow up. • QE is now using a smaller slip form machine which has provided increased production, both in output and quality. • PBSD staff is working with QE staff to develop a cost per linear foot for relocation and/or repair of irrigation equipment for billing purposes. • The meandering design of the sidewalks has saved many trees. Ms. McLaughlin commented that she has received many resident compliments on the new sidewalk, and the increased width of the new sidewalk has been well received. 2 Packet Pg. 1075 33.A.3 Pelican Bay Services Division Board Regular Session October M 2023 M N O N OPERATIONS FACILITY BID 00 Mr. Dorrill provided the following updates on our Operations Facility Replacement Project. • The design engineer's letter of recommended award for the project has been received (and included in the agenda packet). • A date for the approval of the project's award by the Board of County Commissioners has not yet been scheduled; the Nov. 14 BCC meeting is our target date. • The initial project phase (phase zero) consisting of site work will be 50/50 cost shared with the County's Public Utilities Dept. (the site's owner). • Bid alternates include chemical, fertilizer and storage out buildings, and some additional grade work. • The vertical construction of the building will be overseen by the County's Facilities Dept. The design architect will have the responsibility to make periodic site visits which will provide additional oversight. Mr. Coleman commented that the first three bid alternates will be included in the project. The County's Public Utilities Dept. has decided not to fund bid alternate #4 ($60,000 to raise the ground a elevation for their equipment), lie noted that hiring an engineer for CET (construction, engineering M and inspection) services will not be required as the project engineer's estimate of cost was under $4 N million. The County's Facilities Dept. will provide the project's CEI services. Mr. Coleman M commented that PUD's portion of the project is $454,000. Mr. Fogg commented that our portion of o the project is approximately $4,886,571. `" Mr. Cullen requested an update on FEMA and insurance proceeds from Hurricane Ian damage to our existing building. Mr. Coleman reported that we have received $125,000 in insurance proceeds o from our County insurance. He commented that the completion of our new building may affect the amount of our future FEMA reimbursement. Mr. Dorrill suggested that since the new building will be built at a higher elevation, we may be eligible for a mitigation grant. Mr. Fogg requested that staff reach out to the County's Risk Dept, to determine what our existing building's value was on the County's books at the time of hurricane Ian. He suggested that insurance proceeds of $125,000 seems low and that we need to follow up on this. Q Mr. Fogg commented that the new proposed building, at the planned higher elevation, would Q not have flooded if it had existed during Hurricane Ian. Mr. Coleman commented that the project alsocc -a includes the addition of drainage to the site. Currently the site has no drainage structures in place. o Mr. Fogg motioned, Ms. Hamilton seconded to approve the Replacement Operations Facility project. The motion carried unanimously. BAY COLONY BEACH DUNE SWALE MAINTENANCE PROJECT Mr. Dorrill reported that staff has completed a small project of a partial reconstruction of the Bay Colony Beach dune swale. As a result of Hurricane Idalia, sand materials overwashed the dune and filled in the swale, which is the only drainage outfall for the entire basin. Our contractor, Earth Tech, stabilized the sides of the swale with coconut fiber mesh, which will hold the sides and promote the establishment of vegetation. CLAM PASS/BEACHES POST -STORM STATUS 3 Packet Pg. 1076 33.A.3 Pelican Bay Services Division Board Regular Session October 11, 2023 M N O N Mr. Dorrill reported that we have received our FDEP and U.S.A.C.E. permit modifications 00 which allows us to enlarge our fill template, and place sand in additional locations during an inlet 'o maintenance dredge project. During late winter 2024 a hydraulic dredge project may be warranted. Z Dr. Dabees, Coastal Engineer with Humiston & Moore, provided recent aerials of the Clam Pass inlet, and provided an update on Clam Pass conditions which included the following. cc m • A survey of the inlet will be performed in early November. Subsequently, a recommendation c on whether a maintenance dredge is indicated will be made to the Clam Bay Committee. •2 • Two metrics are continuously monitored including (1) readings on our four tide gauges, and o (2) the location of the mouth of the inlet. Hurricane Idalia has pushed the mouth northward a towards South Beach. • Large deposits of sand have accumulated in Section B. • Current inlet flow is adequate. • We are due to perform a hydraulic dredge either this winter or next winter (to be completed prior to the start of turtle season on May 1). • Our permit modification allows us to place excess sand on the dune between Clam Pass and the North Beach Facility, after the template is filled on the north side of the inlet (near South Beach) and the template on the south side which includes the public beach at Clam Pass Park. • A dredge project is expected to take 3 --- 4 weeks to complete. M Mr. Dorrill commented that if a dredge event is indicated, then the PBSD will make a N presentation to the TDC to obtain grant funding for the project. In the past, every dredge project has been considered eligible for TDC tourist tax funding. Mr. Coleman commented that a hydraulic dredge has a higher cost than a mechanical dredge. Mr. Damouni suggested that dates for such a p project are carefully selected to avoid peak tourist season weeks. SAND BEHIND PBF RESTAURANT FACILITIES Mr. Coleman commented that the PBF purchased the sand recently placed in front of the Marker 36 facility (prior to Hurricane Idalia) and the County paid for the sand placed on the dune as part of their dune reconstruction project (prior to Hurricane Idalia). Unfortunately, Hurricane Idalia washed a lot of this new sand back under the Marker 36 facility. After the storm, the PBSD moved the sand back out onto the berm and cleared out the dead vegetation behind Marker 36. Mr. Coleman commented that now that the berm has been re-established, replantings are needed. Our environmentalist recommended that we install sand -friendly plants. The PBSD will pay Earth Tech to install this second round of plantings. The PBF paid for the first round. Mr. Coleman noted that the replanting will not start until after the PBF installs a new air-conditioning unit at Marker 36, which will arrive by helicopter. He also commented that the excess sand now located behind Marker 36 is "dirty sand" and cannot be placed in front of Marker 36. POTENTIAL WEATHER STATION AND CAMERA AT CLAM PASS Mr. Dorrill commented that he was contacted by the County's Emergency Management Director in regard to the State of Florida working with County Emergency Management Depts. to identify additional sites to install weather stations and cameras at the expense of the state. Annual maintenance of the equipment would be paid by the County. Mr. Dorrill commented that he will suggest the South Beach Facility to be added to the candidate list. SEPTEMBER 30 FINANCIAL REPORT 4 Packet Pg. 1077 33.A.3 Pelican Bay Services Division Board Regular Session October 11, 2023 Mr. Dorrill reviewed the preliminary September 30 year-end financial statements and discussed highlights including a current PBSD cash balance of approximately $10.6 million, with $2.3 million in our operating fund, and the remainder in our capital improvements fund. Mr. Coleman commented that at year-end our operating fund came within 95% of our FY2023 budget. Ile noted that we did have additional carry forward in our FY2023 salary expenses as we have two open FTEs. Mr. Coleman commented that we received and expended $150,000 from the County in FY2023 for Clam Bay expenses; the County will provide $156,000 in FY2024 for Clam Bay expenses. FY2024 BUDGET AND FINANCING Mr. Coleman commented that the increased productivity (on the sidewalk project) and the related increase in monthly invoices by Quality Enterprises has accelerated the timing for an additional commercial paper draw. He noted that he will start the paperwork to draw an additional $3 million. It normally takes 30-60 days to receive the funds. Mr. Coleman commented that one last draw will be requested sometime in 2024. He noted that we have paid QE $2.5 million to date. Mr. Fogg commented that we are earning interest on all of our cash on hand. Mr. Coleman commented that the County has committed to providing $500,000 per year to us until 2029 for sidewalk construction and $20,000 a year in perpetuity for sidewalk maintenance. He noted that annual sidewalk maintenance will cost us more than $20,000 annually. Mr. Coleman reported that the total sidewalk project cost (for both phases) is approximately $8.5 million. CHAIRMAN'S REPORT Mr. Fogg welcomed Mr. Duprey back to work. Mr. Fogg commented that Mr. Griffith will be speaking at a PBPOA meeting on Dec. 14, and requested that Mr. Dorrill reaches out to Mr. Griffith to discuss his subject matter. Mr. Dorrill commented that other PBSD board members may attend this meeting; however, he cautioned that Sunshine Law restricts multiple board members from attending an event where any one board member expresses an opinion on a subject which could be voted on by the board in the future. ADJOU The meeting was adjourned at 2:08 p.m. 6 Joe hicurel, Actin Chair / Minutes approved �] as presented OR [! j as amended ON '/ - 9 - 07 1 date M N O N 00 5 Packet Pg. 1078