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PBSD MSTBU Minutes 01/08/2025PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION JANUARY S, 2025 The Pelican Bay Services Division Board met on Wednesday, January 8, 2025, at 1:30 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 (absent) Jacob Damouni Mark Ferland (absent) Peter Griffith 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 APPROVED AGENDA (AS PRESENTED) l . Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 12/11/24 Regular Session meeting minutes 5. Audience comments 6. Administrator's Report a. Review of the December 31 financials 7. Water Management and Clam Bay Committee Report 8. Chairman's Report a. PBSD election cycle (application window Dec. 10 —Jan. 7) 9. Old Business 10. New Business/Miscellaneous Correspondence 11. Adjournment ROLL CALL Mr. Cullen and Mr. Ferland were absent and a quorum was established. Ms. Hamilton motioned, Mr. Griffith seconded to approve the agenda as nreseuted. The motion carried unanimously. Page 434 of 967 Pelican Bay Services Division Board Regular Session January 8, 2025 F 12/11/2024 REGULAR SESSION MEETING MINUTES IIMs. Hamilton motioned, Mr. Griffith seconded to approve the 12/11/2024 If regular session meeting minutes as amended. The motion carried unanimouslv. AUDIENCE COMMENTS Ms. Cindy Polke questioned whether our 2025 Clam Pass dredge project will include dredging sand from further back (more eastward) than we have done in the past. Mr. Rodburg responded that he will discuss this as part of his committee report. WATER MANAGEMENT AND CLAM BAY COMMITTEE REPORT Mr. Rodburg provided a report on the Jan. 7 Water Management & Clam Bay Committee meeting which included the following. • The committee meeting was well -attended and had good discussion. The committee and attendees were brought up to date on PBSD projects and 2025 goals and objectives. • As a result of Hurricane Milton, the Bay Colony dune Swale drainage facility was essentially "wiped out" as the storm deposited a huge amount of sand into the Swale. Since the storm, sand has been removed from the swale, sidewalls have been re -sloped, and a coconut fiber mat will be installed for stabilization. A March meeting with the SFWMD has been scheduled to discuss what swale improvements would be possible, including whether hardening this structure would be allowable. • A bathymetric survey of Clam Pass is scheduled for this month, which will provide us with the parameters for a possible dredge project. The survey will include Sections A, B, and C, and a few additional areas in Outer Clam Bay. The project contractor will determine whether to use a hydraulic or a mechanical dredge. if a dredge is warranted, staff hopes to complete the project before turtle nesting season. Mr. Coleman noted that the survey includes additional areas as part of the permit renewal process. Mr. Dorrill commented that the survey will include an area just north of the kayaking launch area, south of Clam Pass. He noted that the survey report is expected in mid -February and if a dredge project is warranted, the project would be put out to bid in March and hopefully a pre -construction conference would be held prior to May. • The PBSD endorses a 2026 permit renewal identical to our existing permit which includes previously approved attached modifications. We may request future modifications, after the new permit is issued. Mr. Coleman noted that the new permit will be good for 15 years. • On March 4, the Board of County Commissioners will hold a workshop on the Clam Bay NRPA. Mr. Dorrill commented that as soon as a workshop agenda index is available, he will provide it to the board. • The PBSD has limited general responsibilities with respect to Clam Bay. Our responsibilities are dictated to us by the County, our permits, and the CIam Bay Management Plan, and include monitoring and ensuring that tidal ratios remain at an acceptable level, ensuring that flow is maintained within the system for the benefit of the mangrove forest, and preserving the coastline. • The negative consequences of the sand intrusion from Hurricanes Helene and Milton, including taking out the dunes and large area of vegetation, are being addressed. We are working on removing as much sand as possible, and returning it back to beach areas. Also, mangrove roots have been exposed along the offshore PB beach, during low tide. We will be unable to install 0 Page 435 of 967 Pelican Bay Services Division Board Regular Session January 8, 2025 any new mangroves as our consultants have advised us that they would not survive. Suggested replacements for areas of dead mangroves include sea grapes, sea oats, and other specialized coastal vegetation. • A Florida statute specifies approved sand mines to be used as a source of sand for all Florida beach renourishment projects. However, Fort Myers Beach is attempting to utilize offshore sand for their beach renourishment project which has resulted in some negative unexpected results. Mr. Coleman commented that the County has started a beach renourishment in the Moorings area of the County and will work on other beaches in the south end of the County during this fiscal year; the north beaches near Vanderbilt Beach will likely be addressed next year. • In order to address mangroves south of Clam Pass (part of the NRPA) which are not doing well, we are looking at installing hand -dug channels in this area. • The committee agreed to request that the PBSD Board Chairman separates the Water Management & Clam Bay Committee into two separate committees as they existed prior to 2024. • Although the 2023 Clam Bay Water Quality Report contains data which shows that Clam Bay is considered impaired with respect to phosphorus and nitrogen, we are seeing no negative trend over recent years. Sources of these nutrients include grass clippings, pool water, County reuse water, and other unwanted inputs. The PBSD has no policing power. The PBSD will continue to place educational articles in the PB Post and continue to collect and monitor nutrient levels. • Staff is working on a number of pipe repair projects. Staff has been informed by our contractor that his inspection of a failing pipe in Georgetown shows that the pipe is not broken, and instead, is full of debris. Not having to replace this pipe will be a cost savings to the PBSD. • The PBF may develop plans to alter the shoreline of the Community Center lake. As part of the PBF pickleball project, their permit requires the PBF to complete some shoreline remediation of the Community Park lake (the PBSD will not be involved in this work). • Mr. Coleman and Mr. Swider attended the December PBF Resiliency Committee meeting. Mr. Swider reported that the PBF is now focused on short-term protections of the beach and tennis facilities. • The berm was designed to control flow of freshwater into Clam Bay for preservation of the mangroves. Thoughts have been expressed that perhaps it could also function as a surge protection system. ADDITIONAL AUDIENCE COMMENTS Ms. Polke questioned whether Pelican Bay has considered raising money internally within Pelican Bay to pay for beach renourishment and Clam Pass dredging projects. She also questioned whether there is any discussion of planting palm trees in the front of PB properties. Mr. Fogg commented that the PBSD pays for sand as part of any beach renourishment project from Clam Pass to 1/2 mile south of Vanderbilt Beach, as recommended by the County's beach width survey. He noted that we focus on renourishing the beach in front of our north and south beach facilities. Mr. Fogg commented that a recent permit modification now allows us to place sand, dredged from Clam Pass, further north than was permissible in the past. Mr. Rodburg commented that Dr. Dabees emphasized that our PB beaches are now wider than in some years past, and that as a result of the 2024 hurricane surge which wiped out the dune, we will need to look at working on dune line restoration and re- 3 Page 436 of 967 Pelican Bay Sex -vices Division Board Regular Session January S, 2025 establishing coastal vegetation. Mr. Fogg also commented, in response to Ms. Polke, that although the PBSD manages Clam Pass dredge projects, the County's tourist tax fund pays for these projects. Mr. Bill McCormick questioned what the timing is for studying the possibility of hardening the Bay Colony dune swale. He commented on sand which is seven feet above the Swale on each side, causing sand to re-enter the swale from the sides, with slopes as much as 45 degrees. Mr. Coleman commented that the first step is to discuss hardening the swale with the SFWMD at our scheduled meeting on March 18, to determine whether a permit for this potential project would be approved by this agency. He suggested that the condo buildings along the dune Swale need to build out/clean out their connecting pipes to the swale. Mr. Coleman commented that he will direct our contractor to work on reducing the slide slopes of the dune Swale. Mr. McCormick questioned what the cost is to clean out the dune swale. Mr. Coleman commented that although the project cost is approximately $700,000, we are expecting FEMA reimbursement. He noted that we are researching the possibility of FEMA reimbursement for a more permanent solution. ADMINISTRATOR'S REPORT PROJECT UPDATES Mr. Dorrill commented that a project summary was included in the agenda packet. He provided highlights of our ongoing projects as follows. • The framing contractor for our Operations and Maintenance Facility project is nearing completion of this phase of work. This will be followed by the electric, plumbing, and grading associated with the site plan. We are aware of a conflict between an existing FPL transformer which is at grade, and one of the outbuildings; the relocation and replacement of the transformer will be coordinated. • The sidewalk project is essentially unchanged from last month. A stop work order was issued when the board approved the change order prior to Thanksgiving, to enable us not to incur additional costs for general overhead conditions. The Clerk's Finance Dept, is waiting on additional documentation from the contractor, which had been expected before Christmas. As soon as it is received, the Clerk will process the outstanding payment and will then advise us to re -mobilize to finish two task orders and some punch out work to satisfy the County's Right - of -Way Permitting Dept. • The Pelican Bay Beach project to reclaim/harvest sand that was pushed inland and underneath the two PBF restaurant amenities has been completed. Mr. Coleman will now redirect this contractor to additional areas. In some areas, sand was pushed in as much as 300 feet, with a depth of several feet. Dr. Dabees has pointed out that the cost of our reclaiming and replacing sand is approximately $1 O/yard while beach renourishment sand with delivery and placement in comparison is approximately $100/yard. This behooves us to harvest as much sand as possible. Mr. Coleman commented that the cost of this additional sand reclamation project is $130,000 with an expected mobilization in February. An article on our sand harvesting work will be provided to the PBF's "Today in the Bay" e-blast. Dr. Dabecs has indicated that PBF beach widths are unchanged from pre -hurricane conditions, although we have lost several feet of elevation, which has caused exposed mangrove roots at low tide in offshore areas. REVIEW OF THE DECEMBER 31 FINANCIALS Mr. Dorrill reviewed the Dec. 31 financial statements and discussed highlights including, (1) $14.1 million in combined cash on hand, of which $6 million is in our general operating fund and $5 4 Page 437 of 967 Pelican Bay Services Division Board Regular Session January S, 2025 million is encumbered for our capital projects, (2) $1.5 million in County required reserves, and (3) $3.23 million in December assessments received, resulting in total year-to-date assessments received of $4.5 million or 85% of budget. Mr. Fogg commented that approximately $800,000 of our contingency and disaster reserve funds has been transferred out to a designated "FEMA hurricane reimbursement" County fund to be used for Hurricane Helene and Milton expenses, which hopefully will be reimbursed by FEMA. He noted that we must re-establish these reserves in the next budget cycle. Mr. Fogg commented that we are repaying $375,000 of our loan this year, and requested that $125,000 be paid back in April, and $250,000 be paid back at the end of the fiscal year. CHAIRMAN'S REPORT PBSD ELECTION CYCLE Mr. Fogg commented that the 2025 PBSD Board election cycle is underway and that the application period has closed. He noted that we have five applicants for four residential openings, and read the names of the applicants. Mr. Fogg commented that we will ask each applicant to provide a resume to be included in a PB Post article on the PBSD election. He noted that voting will occur from Feb. 5 to Mar. 7. Mr. Fogg commented that for the last PBSD election our applicants were asked to participate in an election forum, which was organized by the PBF as part of their board election forum. OLD BUSINESS Mr. Coleman reported that as a result of a staff request, FHP will increase their police patrols on US 41 in the Pelican Bay area. He noted that CCSO was not willing to increase police patrols on US41 as part of our "additional police patrols in Pelican Bay" agreement. Mr. Coleman commented that we will be able to share a monthly report of CCSO activity including traffic stops and citations given during the "extra patrols" time periods. Mr. Fogg commented that the PBPOA is sponsoring a public meeting with a representative of FDOT to discuss the US41 and Gulf Park Dr. intersection including the option of a traffic light. Mr. Stone questioned what can be done to address the offshore exposed mangrove stumps, especially along the beach near the Marker 36 facility. He emphasized the need to reduce the risk of injury and increase safety. Mr. Coleman commented that he will direct Earth Tech to address the stumps near the restaurants; but cautioned that removal of the stumps will result in the loss of beach stabilization. Mr. Tony D'Errico commented that although we have seen an improvement, he continues to hear residents express safety concerns over the stumps. Mr. Damouni commented that he has heard similar comments from hotel guests. Mr. Coleman commented that Earth Tech is unable to mobilize any sooner than mid -February; and therefore, he will explore the feasibility of renting an excavator and having staff work on the stumps. The mo(tina was 4 Michel Fogg, Chairman Minutes approved [ resented as amended ON a� �� adate 9 Page 438 of 967