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PBSD MSTBU Minutes 11/21/2024PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION NOVEMBER 21, 2024 The Pelican Bay Services Division Board met on Thursday, November 21, 2024, at 3:00 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 Mark Ferland (absent) Peter Griffith (absent) Pelican Bay Services Division Staff Neil Dorrill, Administrator Dawn Brewer, Ops. Support Spec. II Chad Coleman, Deputy Director Darren Duprey, Supervisor — Field I Also Present Tony D'Errico, Pelican Bay Foundation Susan Hamilton Brad Hildebrandt Michael Rodburg Greg Stone Rick Swider Michael Weir Dave Greenfield, Supervisor - Field II Karin Herrmann, Project Manager I Lisa Jacob, Project Manager II Barbara Shea, Admin. Support Spec. II Susan Levine, PBF Board APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 7/10/24 Regular Session meeting minutes 5. Audience comments 6. Administrator's report a. Capital Projects updates i. Hurricane Helene and Milton update ii. Clam Pass update iii. Operations Facility iv. Sidewalk Phase lI status 7. Committee Reports a. Landscape & Safety i. US41 and Gulf Park Drive intersection update ii. PBSD landscape guidelines iii. *Canopy Tree Replacement Plan iv. Installation of canopy trees on Ridgewood Dr. & Pelican Bay Blvd. b. Budget i. Review of October 31 financials ii. FY25 budget amendments I Page 167 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 Chairman's Report a. PBF Strategic Plan update b. PBSD election cycle (application window Dec. 10 — Jan. 7) c. PBF Storm Resiliency Cominittee Charter 9. Old Business 10. New Business/Miscellaneous Correspondence 11. Adjournment MR. DORRILL PARTICIPATED BY TELEPHONE MR. RODBURG DEPARTED THE MEETING AT 3:30 P.M. ROLL CALL Mr. Ferland and Mr. Griffith were absent and a quorum was established. ► _! .:XIVIUM111F.3 IMs. Hamilton motioned, Mr. Stone seconded to approve the agenda as presented. II The motion carried unanimously. GU,_U' 7TU Ms. Hamilton motioned, Mr. Weir seconded to approve the 7/10/2024 regular session meeting minutes as presented. The motion carried unanimously. FOLLOW-UP ON ITEMS DISCUSSED AT THE JULY PBSD BOARD MEETING Mr. Coleman provided follow-up on the following items discussed at the July board meeting. • Lykins has been hired to address individual street signs and staff is waiting for theirs to produce a single stop sign for us. We are going out to bid to replace all of the community signs and are hoping to put a 3-5 year contract in place. The bid process is currently under review by the County's Procurement Dept. and we hope to get the project out to bid as soon as possible. • By code, we cannot plant any landscaping around utility boxes within three feet of a box. The PBF has been unsuccessful in applying pressure on the utility owners of these boxes. Staff may be able to add landscaping in some areas near these unsightly boxes. • St. Kitts/Crown Colony issues (brought to our attention by Mary Lucas) have mostly been resolved, with some minor additional work to be done, including flower bed work (relating to the sidewalk project). • Stop sign studies (at three PB intersections) will be completed during season (Jan./Feb.) by the County Traffic-Ops Division in order to obtain data which includes a higher volume of traffic. • Mr. Dorrill is reviewing a Johnson Engineering quote for crosswalk paver replacement options. if approved, Johnson Engineering will prepare design options to be brought back to the board for review. Our plan is to complete a pilot crosswalk paver replacement project Page 168 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 to be monitored for some time, before completing any additional replacements. Our existing pavers, in some areas, are being dislodged, causing maintenance and safety issues. The sharrows on Myra 7anco Daniels Blvd. have been completed. An agreement and purchase order are now in place for supplemental police patrols. Mr. Fogg suggested that staff and/or Dr. Chicurel look into the possibility of extra patrols on US 41, adjacent to the Pelican Bay community. Mr. Coleman noted that although US41 is outside of our boundaries, he will look into this. AUDIENCE COMMENTS Mr. Rick Lillie, President of the Crescent Condo Assoc., commented that (1) on Nov. S, 2023 he appeared before this board to discuss the damage to Crescent property resulting from PBSD's sidewalk project, (2) in Sept. 2024, Ms. Herrmann provided a list of incomplete items (Crescent remediation work items) to Mr. Dorrill, with Dr. Chicurel copied, and (3) subsequently he received an email from Mr. Dorrill stating that work has been completed. Mr. Lillie requested that the Crescent restoration, which is still outstanding, is completed. Mr. Dorrill commented that the BCC recently approved our change order for additional remediation work by Quality Enterprises, including work to be done relating to the Crescent, and provided an email to Mr. Lillie on the day of this BCC approval. He noted that Ms. Herrmann has sent a request to Quality Enterprises asking for them to provide a date for remobilization so that they can complete all the items included in this change order. Mr. Dorrill commented that a tree in front of the Crescent was removed as it was in direct conflict with the new sidewalk and that staff will look at an alternative site for a replacement tree. He noted that he would be happy to meet with Mr. Lillie to discuss these issues. Mr. D'Errico, PBF President, commented that on behalf of the Pelican Bay Foundation and the PBF Board of Directors, he would like to thank Mr. Coleman's team for their exceptional job in completing recovery work after Hurricane Helene and Hurricane Milton, which was done with such a sense of urgency, and thanked the PBSD for their continued support. Mr. Scott Schultz, Chairman of the Collier County Coastal Storm Risk Management Feasibility Study Ad Hoc Advisory Committee, commented that this committee was formed two years ago by the BCC to review/analyze coastal resiliency options. He noted that the committee is expecting to receive a report from the U.S. Army Corps of Engineers which will provide recommended coastal resiliency options for Collier County (divided up into zones), in March/April 2025. Mr. Schultz commented that once received, the committee will review these options, and will keep Mr. Fogg informed of the committee's recommendations in the future. Mr. Patrick Wack, President of the Seagate Homeowners Assoc., commented on water quality in Clam Bay, and its effect on the Seagate community. He noted that on Dec. 2, the Seagate Property Owners Assoc. will meet with the PBSD and their engineers to discuss ways to improve the existing Clam Pass dredge footprint. His entire comment was added to the record. Mr. Rodburg commented that our water quality data does show that Clam Bay is impaired for phosphorus and nitrogen. He noted that our reclaimed water, which we all use for irrigation, has levels ten times higher than the levels of phosphorus and nitrogen contained in our samples, and that this will be a future discussion for our Water Management & Clam Bay Committee. Ms. Susan O'Brien thanked the PBSD for their cleanup efforts after Hurricanes Helene and Milton and that the PB community appreciates your efforts. Ms. O'Brien commented that a recently BCC approved $1.66 million change order for our sidewalk project included an additional $695,000 for repairing and restoring irrigation equipment, which was over and above the $700,000 owner's 3 Page 169 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 allowance. She questioned why our contract did not protect us from this overage. Ms. O'Brien also commented on a separate BCC approved $878,000 change order for restoring the Bay Colony dune Swale and moving sand to our beaches (from the Swale and mangroves), some of which would benefit PBF property and some to County property. She questioned how much of the $878,000 will the PBF be reimbursing the PBSD for work done on PBF property. Mr. Dorrill commented that the original owner's allowance/contingency for the sidewalk irrigation related replacement was predicated on a straight sidewalk. However, after widespread requests by the community to save as many trees as possible, the plans were amended to provide for a meandering sidewalk. As a result, Quality Enterprises destroyed more irrigation equipment than was originally contemplated. In addition, a decision was made to repair damaged irrigation facilities on private property and HOA property, within the County right-of-way. Mr. Dorrill commented that both decisions provided a lot of goodwill to the community. Mr. Coleman commented that the PBSD has not asked the PBF for any reimbursement towards our $878,000 change order, and that the drainage Swale is our responsibility. He noted that the PBF did reimburse us $48,000 for our recent Clam Pass dredging project. Mr. Coleman commented that staff will be applying for FEMA reimbursement for these hurricane expenses. ADMINISTRATOR'S REPORT HURRICANE HELENE AND MILTON UPDATE Mr. Dorrill commented that staff addressed cleanup needs after Hurricanes Helene and Milton with a sense of urgency. He noted that he met with staff immediately on the day after Hurricane Milton passed, and photos were provided of the enormity of sand pushed inland fi•om the dune. Within two days, heavy equipment was mobilized, through three excavation companies (who were quickly contracted by staff) and within three days work began to move sand from the Swale area back to the beach. So much sand was lost in the near beach area, that hundreds of ancient mangrove roots and stumps were exposed just offshore. CLAM PASS UPDATE Mr. Dorrill commented that our Clam Pass dredging project was recently completed on schedule and on budget during sea turtle nesting season. He noted that Dr. Dabees has indicated that a bathymetric survey will be completed by the end of November to measure the accumulation of sand in Sections A, B, and C, to determine if a full hydraulic dredge is needed. If indicated, a dredge event may occur this winter or early spring. Mr. Dorrill commented that staff and PBSD environmental consultants will be meeting with Seagate Property Association members on Dec. 2 to discuss Clam Bay issues. OPERATIONS FACILITY Mr. Dorrill commented that aerial photos 6200 Watergate Way site were included in the Heatherwood Construction, is on schedule. of our Operations Facility Building project at the agenda packet. Work by our local contractor, SIDEWALK PHASE II STATUS Mr. Dorrill reported that change order #2 for our sidewalk project has been approved by the BCC, the Clerk's Office, and the County Attorney's Office, which will enable us to begin the closeout process to include completing the final work directives and final County inspections. 4 Page 170 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 COMMITTEE REPORTS LANDSCAPE & SAFETY COMMITTEE REPORT Dr. Chicurel provided an update on the Landscape & Safety Committee meeting held on Sept. 23. A summary of updates was included in his "Landscape & Safety Committee 9/23/24 Report," which was included in the agenda packet. Dr. Chicurel noted that his goal for this board and the L&S Committee is to have an aspirational goal of perfection and hopefully leave things better than when we came upon the project. He noted that staff has done a tremendous job with remediation work relating to the sidewalk project. Dr. Chicurel commented on the following items discussed at the committee meeting. • Mr. D'Errico, PBF President, provided an update on the work underway by the PBF to create a Master Landscape Plan covering standards, jurisdiction, and enforcement that applies to all property owners and maintenance within Pelican Bay, which was included in the backup documentation of the agenda packet. He noted that so far, no specifics have been provided by the PBF. • The PBF has set up an ad hoc committee to look at bicycle safety. Citizens have expressed concern that c-bikes (which may travel at a speed up to 20 m.p.h.) may legally travel on PB sidewalks. • Definitions of "easement" and "right-of-way" were included in the agenda packet. • Signage at the eastbound exit on Gulf Park Drive onto US 41 will be changed fi•om "right lane must turn right" to "no left turn." The state of Florida has indicated that there may be no changes to the signage on US 41. An FDOT engineer will be attending a future PBPOA meeting to discuss the Gulf Park Drive/US 41 intersection. • Committee member, Greg Stone, made the suggestion to look into placing delineators along the yellow striped lane on Gulf Park Dr. leading to US41 to further alert traffic that this is a "right -turn -only" intersection. Staff is researching this suggestion. Mr. Fogg suggested that this suggestion is brought to the FDOT engineer at the future PBPOA meeting. • Mr. Trent Waterhouse suggested that traffic safety signage, indicating that vehicles must allow three feet between their vehicle and a bicycle when passing a cyclist, be placed in the community. Staff will research this suggestion and look at locations to place these signs. • A document entitled, "Criteria & considerations to determine if an area is suitable for tree planting and/or to establish a tree canopy" was included in the agenda packet. Time did not permit the committee to review these criteria & considerations at the committee meeting. Staff is in the process, working with a landscape architect, of going street by street, to identify locations to plant trees, keeping in mind these criteria and considerations. This process is ongoing. Mr. Hildebrandt commented that the desire of the PBF to collaborate with the PBSD on major landscaping decisions has not changed. CANOPY TREE REPLACEMENT PLAN Mr. Fogg reviewed a document entitled, "Canopy Tree Replacement — Statement of Intent," included in the agenda packet, which provided his view of what the PBSD's statement of intent should be for canopy tree replacement in Pelican Bay. Mr. Stone commented that if we encourage property owners to plant trees on their property in the ROW, that without our control, these trees may cause line -of -sight issues. Mr. Coleman commented that our landscape architect is initially concentrating on identifying locations to plant trees in the County ROW and on PBF property. 5 Page 171 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 Dr. Chicurel commented that he is not in agreement with the third paragraph of this statement of intent. He noted that we already have a project to plant trees and that he is in favor of staff choosing appropriate species of trees (where maintenance factors and potential line -of -sight issues are known). Dr. Chicurel commented that it should be the responsibility of the PBF to encourage tree planting on private property. Mr. Fogg commented in favor of encouraging homeowners to plant trees. Mr. Stone suggested that if we were to encourage homeowners and HOA's to plant trees, then we would need to provide guidelines on the selection of tree species. Mr. Coleman reported that we currently have 22 trees out to bid, to be planted in locations which have been identified on Pelican Bay Blvd., Ridgewood Dr., and Gulf Park Dr. PBSD LANDSCAPE GUIDELINES Existing PBSD landscape guidelines were included in the agenda packet. BUDGET COMMITTEE REPORT REVIEW OF OCTOBER 31 FINANCIALS Mr. Coleman commented on the October 31 financial statements, noting that we are just one month into the new fiscal year, and that we receive over 90% of our revenue in November and December when a majority of our residents pay their tax bills. FY25 BUDGET AMENDMENTS Mr. Fogg reviewed the spreadsheet of our capital project accounts, included in the agenda packet, which identified the FY25 approved budget, the amended budget (FY25 funds available), and changes to these accounts from two budget amendments. Budget amendments were required for the Quality Enterprises sidewalk project overage and for damage from Hurricanes Helene and Milton. Funds for the sidewalk project overage were taken out of other projects, while a majority of funds for hurricane damage were taken out of our disaster relief contingency account as well as $260,000 from our Beach Renourishment project. The PBSD will apply for FEMA reimbursement for our hurricane damage expenses. Mr. Coleman commented that we are still waiting on BCC approval for the $260,000 needed for salvaging sand from the mangrove area and dune swale area, moved by Hurricane Milton, while the other budget amendments have already been approved by the BCC. Staff appreciates the board's support for these budget amendments. CHAIRMAN'S REPORT PBF STRATEGIC PLAN & STORM RESILIENCY COMMITTEE UPDATE Mr. Fogg commented that the PBF is now prioritizing storm resiliency in the short-term and has formed an ad hoc storm resiliency committee; the PBSD will be working closely with them. Mr. Coleman commented that the PBF is asking for a PBSD Board member to participate on this committee. Mr. Fogg commented that he will discuss this with Mr. Dorrill before appointing a PBSD Board member to this PBF committee. Ms. Susan Levine, Chair of the PBF Strategic Planning Committee, commented that they are pausing some of their projects while resiliency is prioritized. She noted that Mr. D'Errico will be chairing this ad hoc storm resiliency committee and confirmed that the PBF is looking for a PBSD Board member to serve on this committee. Mr. Coleman has also been invited to serve on this committee. Ms. Levine commented that this committee will initially focus on what short-term solutions can be put in place prior to the 2025 storm season, and then look at long-term solutions. Co Page 172 of 201 Pelican Bay Services Division Board Regular Session November 21, 2024 Ms. Levine reported that the Strategic Planning Committee will be meeting on Dec. 4 to look at developing a revised three-year plan, which will then be taken to the PBF Board for approval. She noted that Mr. Hildebrandt will share the revised plan to the PBSD Board as soon as it becomes available. Mr. Fogg commented that any possible methods to harden the entire PB community will be studied, while the PBF and individual HOA's look at methods to harden their specific assets. He noted that the U.S. Army Corps of Engineers 2025 Coastal Resiliency Report may provide some feasible options/methods to consider. Ms. Levine commented that the PBF ad hoc committee will be looking at how to protect all of the PBF, HOA, and private homeowner assets along the coastline, and where possible, to provide coordination among these entities. PBSD ELECTION CYCLE Mr. Fogg commented that the application period for the 2025 PBSD Board Election is from Dec. 10 --- Jan. 7. He requested that board members with expiring terms in March 2025 should let Ms. Shea know their intentions as to whether they intend to submit an application for an additional board term. OTHER BUSINESS Mr. Swider questioned whether the County or PBF have any noise regulations applicable to Pelican Bay, Dr. Chicurel commented that both Collier County and the PBF have similar noise standards and that any non-compliance issues should be reported to the County. Mr. Fogg noted that PBSD responsibilities include noise abatement. :_ ►� 1(-1 The meetinvavas-ftdiourned at 4:31 Xchael Fogg,M'z Minutes appronted OR [ as ara�ended ON �// Ldate 7 Page 173 of 201