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PBSD MSTBU Minutes 11/12/2025PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION NOVEMBER 12, 2025 The Pelican Bay Services Division Board met on Wednesday, November 12, 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 Bob Lufkin Michael Fogg, Chairman Cindy Police Joe Chicurel, Vice -Chairman Michael Rodburg Jacob Damouni Greg Stone Nick Fabregas Rick Swider Peter Griffith (absent) Michael Weir Brad Hildebrandt Pelican Bay Services Division Staff Dave Greenfield, Supervisor -Field II Neil Dorrill, Administrator Karin Herrmann, Project Manager I Chad Coleman, Deputy Director Lisa Jacob, Project Manager II Dawn Brewer, Ops. Support Spec. II Barbara Shea, Admin. Support Spec. II Darren Duprey, Supervisor — Field I (absent) Also Present John Duken, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 10/8/25 Regular Session meeting minutes 5. Audience comments 6. Administrator's Report a. Update on projects bI Review of the Oct. 31 financials *Nomination to PBF Government Affairs Committee 8. Chairman's Report a. Clam Bay Committee 9. Old Business 10. New Business/Miscellaneous Correspondence 11. Adjournment ROLL CALL Mr. Griffith was absent and a quorum was established. Mr. Hildebrandt j oined the meeting at 2:05 p.m. AGENDA APPROVAL Pelican Bay Services Division Board Regular Session November 12, 2025 Ms. Polke commented that she was hoping that the agenda items she submitted/suggested would be specifically listed on the board meeting agenda, but expressed approval that these items will be addressed under agenda item #9 and documented in the agenda packet. Mr. Rodburg motioned, Mr. Stone seconded to approve the agenda as presented. The motion carried unanimously, APPROVAL OF 10/8/2025 REGULAR SESSION MEETING MINiJTES Ms. Polke commented on accusations/comments from Mr. Rodburg, at the last board meeting, regarding her lack of response to availability to attend meetings and noted that she has communicated her availability to attend committee and board meetings to staff. She requested (1) more civility at PBSD meetings, (2) better communication, and (3) scheduling a PBSD Board workshop to share ideas. Ms. Polke commented on a weird email she received regarding a change of time and location for the Nov. 20 Clam Bay Committee meeting, which is now scheduled for 9 a.m, in the Community Center. She noted that she is in favor of this change in venue as the Community Center room will be able to accommodate more attendees. She suggested that we need to improve communication of scheduled meetings. Ms. Polke commented that at the last board meeting she was accused of not knowing the difference between dredging sand and hocking in sand. She noted that based on her recent communication with FWC (Florida Fish & Wildlife Conservation Commission), the FWC is able to approve hydraulic dredging and that our dredging permit gives the FWC this approval ability. Ms. Polke commented that a dredge can take place during turtle nesting season as long as the work does not disturb the nests. She noted that a dredge could have been completed earlier in 2025, if the request had been submitted to FWC sooner. Mr. Fogg commented that these issues will be addressed at the Nov. 20 Clam Bay Committee meeting. Mr. Rodburg motioned, Mr. Fabregas seconded to approve the 10/8/25 regular session meeting minutes as presented. The motion carried 84, with Ms. Polke dissenting, AUDIENCE COMMENTS Mr. Gary Canino commented on (1) the importance of neighborliness, (2) an increase in volunteers on PBF committees, (3) the importance of honoring "Roberts Rules of Order" at public meetings, and (4) the argument for term limits for board members. Ms. Beth Schultz, PBPOA President, commented on the email from Mr. Fogg to Mr. Duken on the history of PBSD's study of the possibility of a traffic light at the Gulf Park Dr. and US 41 intersection, included in the agenda packet. She noted that the PBPOA has been in communication with FDOT regarding the possible installation of a traffic light, and reported that FDOT estimated the cost of installation to be $1.5 million. Mr. Fogg commented that the PBSD had estimates of $1.5 — 2.0 million for such a project. Ms. Schultz cormmented on the need for both the PBF and the PBSD to have a say on stormwater management restrictions on PB single family homes. She also noted that the PBSD assessment on County property tax bills is described as "community improvement," causing some PB residents to confuse this with the PBF pickleball improvement. Ms. Anne Georgia -Harris, PBPOA Vice President, commented on the ability of our PBSD meetings to be live -streamed or available on ZOOM. She questioned whether the video of this meeting Pelican Bay Services Division Board Regular Session November 12, 2025 could be made available to the public. Mr. Dorrill commented that we have videced our board meetings for at least eight years and that these videos are available to be viewed on the County website. Ms. Polke suggested that the Pelican Bay Foundation needs to make residents aware of this. She also suggested that our PBSD website needs updating. Mr. Coleman commented that there is a link on the PBF website to our PBSD webpage. Mr. Fogg suggested that staff put an item in the PB Post, which informs residents that PBSD Board meetings are available to view on the County website. Mr. John A. Lane commented on a Pelican Bay power outage the previous night and suggested/displayed an illuminating device that could be used to assist residents during such events. Mr. Brian Stevens, Chair of the PBF Design Review Committee, commented on his committee's coordination efforts with both the PBSD Landscape Committee and Water Management Committee, ADMINISTRATOR'SRFPORT UPDATE ON PROJECTS OPERATIONS FACILITY REPLACEMENT PROJECT Mr. Dorrill reported that our $5 million Operations Building project, to replace the building which was lost in Hurricane Ian, is essentially complete and that we are waiting on a few final certifications. He commented that the issue of the asphalt not meeting specifications has been resolved and that repaving of a large portion of the parking area is expected as early as tomorrow. Mr. Coleman commented that milling has already begun. Mr. Dorrill commented that he is anxious to schedule a formal dedication of the new building and at a minimum, obtain a temporary C.O. SIDEWALK PROJECT Mr. Dorrill reported that our sidewalk improvement project was certified as complete at the end of September and that our one-year warranty period has begun. CLAM PASS/SAND RECLAMATION WORK Mr. DOrrlll commented that $4.2 million of work is underway at Clam Pass, at the adjacent beaches, and for the reconstruction and reclamation of sand for the dune. He reported that our $434,000 Clam Pass dredge project is underway and that our contractor, Earth Tech Enterprises, began mobilization last week. Mr. Dorrill noted that a pre -construction bathymetrie survey of sand accumulation was taken and will be compared to a post -construction survey for purposes of malting final payments. A pre -construction meeting was held with the Ritz -Carlton Hotel, Naples Grande Hotel, and PBF to provide information on the project affecting their adjacent properties and to emphasize that we are endeavoring to have all of this work completed prior to Christmas. Mr. Dorrill reported that our sand reclamation and dune restoration project for the entire Pelican Bay coastal stretch (including Clam Pass Park) is underway. He reported that a portion of the cost of this project will be eligible for TDC reimbursement. Mr. Dorrill commented that two contractors (both entities named Earth Tech) are working on this project, one at the north end and one at the south end. He reported that dead mangrove material is being screened, separated, mulched, and used as a base material for the newly constructed dune and then reclaimed sand (from the mangrove area) will be placed on top. The new dune will be 8 — 12 feet over the existing historic grade of the beach. The cost of this project is $1.4 million. BEACH RENOURISHMENT 3 Pelican Bay Services Division Board Regular Session November 12, 2025 Mr. Dorrill commented that the County's beach renourishment project, managed by the Coastal Zone Management Division, is underway and expected to be completed by Christmas. He noted that currently work is being done on the Vanderbilt Beach area, which will be followed by work on the PB beaches. No beach renourishment work is planned for south of the inlet. Mr. Dorrill commented that the PBSD will be responsible to pay for beach renourishment of PB beach areas considered private, expected to be $2.4 million. Mr. Dorrill commented on our plans to purchase $250,000 of mangrove seedlings and eligible beach dune plants, to be installed once the dune is reconstructed. These plants will be installed both in the Bay Colony area as well as Clam Pass Park; reimbursement for the Clam Pass Park portion from TDC funds and/or the County General Fund is expected. He noted that we are replanting the mangrove forest on the south side of the inlet at the County Park, an area which was substantially affected during Hurricane Ian. This work will commence at the end of spring/early summer to coincide with the rainy season. Ms. Polke provided copies of a brochure entitled "beach dune plants" from the Naples Botanical Gardens to the board. She commented that she attended an informative Naples Botanical Gardens seminar on dune restoration. Ms. Pollee reported that they create seedlings (of beach dune plants) and offer them to the community. She questioned, "Does the County use the Naples Botanical Gardens as a source of plants?" and "What is PBSD's relationship with the Naples Botanical Garden?" Mr. Dorrill commented that he will follow up on this. He also noted that he has asked staff to identify wholesale sources of dune plants. CONTESSA AND BAY COLONY DRAINAGE IMPROVEMENTS Mr. Dorrill reported that we have been working with our counterparts in Bay Colony and the Contessa for some time to design an extension of the dune swale where it currently does not exist (this was never fully constructed by Westinghouse or WCI), convey drainage easements where none currently exist, and then to accept facilities that they build at their expense for operation and maintenance. I-Ie noted that the executive summary to authorize the conveyance of the easements to the PBSD is scheduled to be approved by the Board of County Commissioners at their next board meeting. Mr. Dorrill commented that Bay Colony will be responsible for permitting and construction, and then will convey those improvements to the PBSD. PINECREST LAKE PROJECT Mr. Dorrill reported that the Pinecrest Lalce project has been completed. SIGN REPLACEMENT PROJECT (PHASE 2) Mr. Dorrill reported that Phase 2 of our Sign Replacement Project for the replacement of old roadway signs in our community is underway. He noted that the project cost is $150,000 to be completed over four years. Ms. Polke commented on the black signs installed on Gulf Park Drive that have a stop sign in front of a yield sign which are very confusing to drivers (stop or go?), and expressed hope that we are not installing more of these. Mr. Dorrill responded that he does not believe we are installing any more of these type of signs and will look into whether there is any signage available that is less confusing. Ms. Pollee questioned whether these signs could be removed. Mr. Dorrill noted that the signs installed at the crosswalks are to code; however, they are confusing. Mr. Fogg confirmed that these signs are in compliance with FDOT requirements. In Florida, pedestrians have the right-of- way once they step into a crosswalk. 4 Pelican Bay Services Division Board Regular Session November 12, 2025 RE -SODDING PROJECT Mr. Fogg questioned why we are re -sodding at the intersection of Green Tree Drive and Gulf Park Drive for about the fifth time. Mr. Dorrill commented that he takes responsibility for this work based on his observations of the condition of sod in this and other areas at the end of the summer. Mr. Fogg suggested that we consider replacement of sod in this area with something else. Mr. Dorrill responded that he will discuss this issue with Mr. Greenfield, and also consider a test patch of zoysia grass, a Florida hybrid type of sod. REVIEW OF THE OCTOBER 31 FINANCIALS Mr. Dorrill reviewed the October 31 financial statements and discussed highlights including (1) $5.8 million in cash, (2) $7.8 million in encumbered funds for projects in process, and (3) $780,000 in reserves. He noted that he suspects that based on a review of the October financials, not all of the October entries were processed at the time that these statements were provided. Mr. Fogg commented that the Budget Committee is scheduled to meet in early December to review our capital accounts; some transfers may be necessary. NOMINATION TO PBF GOVERNMENT AFFAIRS COMMITTEE Mr. Fogg commented that at our October board meeting, Ms. Carol Hartman, PBF Board member, provided a presentation on the formation of a PBF Government Affairs Committee and requested that the PBSD Board nominates a board member to represent the PBSD on this new committee. He noted that Ms. Polke and Mr. Weir are both interested in being the PBSD Board representative. Ms. Polke reported that she has submitted her application to the PBF for a position on this committee. She suggested that this committee has not yet been formed, and that it is premature to nominate a PBSD representative. Mr. Hildebrandt and Mr. Rodburg expressed concerns about a conflict of interest of a PBSD Board member serving on the PBF Government Affairs Committee, Mr. Rodburg noted that the PBSD representative would have to provide reports to the full board. He suggested that we need guidance on this. Mr. Hildebrandt commented that when he was appointed to the PBSD Board, he was informed that he would not be able to serve on the PBF Board or any PBF Committee while serving on the PBSD Board. Mr. Dorrill commented that he will follow up on whether this would be a conflict of interest with Ms. Colleen Greene of the County Attorney's Office. Mr. Fogg suggested that it is worth having a PBSD Board member on this PBF committee to represent PBSD views. This issue was tabled until the next board meeting. CHAIRMAN'S REPORT Mr. Fogg commented that the Nov. 20 Clam Bay Committee meeting was moved from the afternoon to the morning, to a meeting room in the Community Center, to accommodate a larger expected audience; the meeting will include discussion of our dredging and beach restoration projects. Mr. Fogg commented that at the upcoming Budget Committee meeting (scheduled for Dec. 2), FY26 project funding will be reviewed to determine whether these projects are adequately funded. Mr. Fogg reported that staff is meeting with Bay Colony representatives next week. Mr. Dorrill commented that staff will make a presentation to address the suggestion by a Bay Colony resident for the hardening of the Bay Colony dune Swale and explain why this does not make sense for the PBSD to take on. OLD BUSINESS 5 Pelican Bay Services Division Board Regular Session November 12, 2025 STOP LIGHT AT GULF PARK DRIVE AND US 41 Mr. Fogg commented that in 2018, "no left turn" signage was installed at the intersection of Gulf Park Dr. and US 41 as a safety improvement. He noted that the state is resurfacing US 41 in 2027, which will include median reconfiguration at this intersection in their project. Mr. Fogg commented that over many years, the PBSD gathered information on the feasibility of getting a traffic light installed at this intersection. However, per the County Attorney, the installation of a traffic light on US 41 is clearly outside of Pelican Bay boundaries and no PBSD funds could be used for this purpose; the issue was turned over to Ms. Susan Levine, PBF Board (to possibly pursue). Mr. Fogg commented that the PBF Chair is willing to take this issue on and suggested that the first step would be to determine how strongly the community is in support of pursuing this. He noted that the PBSD did not have overwhelming resident interest in this topic. Mr. Hildebrandt commented that County staff had indicated that if the PB community wanted a traffic light that they would have to pay the cost of $1.5-2.0 million. Ms. Polke suggested that a traffic light would slow down the traffic and may reduce the road noise to PB residents. She noted that noise abatement is included in our ordinance. DRONE VIDEOS Ms. Polke suggested that the PBSD obtains drone photos of PB mangrove areas, at regular intervals, for comparison and monitoring purposes, which would be cost effective and very informative. She also suggested that obtaining drone photos would be worthwhile and proactive for the purposes of monitoring all of our assets. Mr. Dorrill commented that aerials are performed monthly of key areas of importance including mangrove die -off areas, the inlet, and the back bay system. He noted that we receive a monthly video of the PB coastline from another County source, which has been shown to the board at recent board meetings. Mr. Dorrill commented that Ms. Jacob has photos to share with the board at this meeting, which should have been shown during his earlier Administrator's Report. Ms. Jacob provided photos which included (1) the PB coastline, (2) the mangrove die -off area in Clam Pass Park, (3) the inlet area, and (4) areas in Bay Colony including mangrove die -off areas, sand reclamation areas, and the location of the planned extension of the dune swale just south of the Contessa. Mr. Dorrill commented that our consultants routinely use drones and aerial photography for monitoring purposes in the course of our capital projects and monitoring obligations. In response to Ms. Polke, he noted that these photos have been shown at committee meetings and that he would not be opposed to uploading this photography to our PBSD webpage on the County website, which unfortunately, is not very user friendly. Ms. Polke commented that Mr. Tom Polke found an interactive topographical map of Clam Bay which shows the areas in Clam Bay pertaining to our permit. PBSD BOARD MEMBER EMAIL ADDRESSES AND PHONE NUMBERS Mr•. Coleman confirmed that board members' personal email addresses and phone numbers are not provided on the PBSD website. Ms. Polke suggested that this information be made available to residents because currently, residents do not know how to contact PBSD Board members. Mr. Rodburg questioned whether there continues to be an opportunity for board members to obtain a County email account. Mr. Dorrill confirmed this and also suggested the idea of a "general mailbox" to be placed on our website for incoming resident emails. He commented that he would oppose providing personal phone numbers as any text message or communication that board members receive would be a public record and would need to be saved and made available (in case of a public records request). Pelican Bay Services Division Board Regular Session November 12, 2025 Ms. Polke commented that she has a County email account which she has trouble with. Mr. Dorrill commented that the County has an elaborate IT Dept. which would be able to provide her with assistance. Ms. Polke questioned whether board members could set up separate personal gmail accounts for PBSD business purposes. Mr. Dorrill responded that the County has an exhaustive IT policy/public records policy and a gmail account would not comply with this policy. Mr. Coleman commented that all staff contact information is on our website and that there is no reason for residents to contact board members. Mr. Stone agreed and suggested (1) any email that he received would be referred over to staff, (2) to comply with Sunshine Law, no email could be shared with another board member, and (3) no board member is authorized to respond to a resident on behalf of the board. Mr. Fogg commented that if any board member would like a County email account that they should let staff know. Ms. Polke suggested that the PBF could set up a PBSD webpage on their website which could include summaries of our meetings, prepared by committee chairs. She also questioned whether PBSD Board members could provide their contact information on the PBF website. Mr. Dorrill emphasized that implementing any of these suggestions would be a violation of County public records requirements and policies. TERM LIMITS FOR PBSD BOARD MEMBERS Ms. Polke commented that the PBF Board has term limits, allowing for two successive three- year terms. She noted that the PBSD Board has no term limit policy and that there are board members who have served on this board for 16-20 years. She suggested that other residents should have a turn to speak on this board. Ms. Polke commented that several residents have suggested term limits for our board. Mr. Fogg commented that no County advisory boards/committees have term limits. He noted that we often have no or few applicants for seats on our board (no elections were held in recent years as the number of applications received for open seats did not exceed the number of seats). Mr. Dorrill commented that the other side of the pro -term limit argument is that we often have a problem in finding candidates to serve on our board, and confirmed that no County advisory boards/committee have term limits. Mr. Dorrill confirmed that we will be conducting a PBSD Board election this winter. Dr. Chicurel commented that there is always the potential for the community to "teem you out' through their votes or the BCC could decide not to re -appoint you. Mr. Fogg commented that if we decided that term limits would be appropriate for board members, we would be required to open the ordinance up to include term limits, and he expressed concern over this. Mr. Fogg suggested that the PBSD Board does not have a problem with board members serving too long and expects our 2026 winter election to be contested, and some board members may be replaced. He tabled this issue for now. INFORMAL PBSD BOARD WORKSHOPS Ms. Polke suggested scheduling a PBSD Board workshop at the beginning of the year to discuss priorities and strategic goals for the upcoming year followed by a wrap-up meeting at the end of the year. She suggested that this would be a public workshop outside of a monthly meeting for informal discussion, while being held "in the sunshine." Ms. Polke commented that as a new board member, it is difficult to absorb everything. Mr. Fogg commented that in general, there is no restriction on discussion of any topics at our board or committee meetings, and noted that our committee meetings are really a type of workshop where various topics are brought up for discussion. Mr. Fogg suggested that a meeting called a workshop would not be any more interactive than our current meetings. 7 Pelican Bay Services Division Board Regular Session November 12, 2025 Ms. Police suggested that such a workshop would be effective if it was scheduled immediately subsequent to an election to benefit new board members. Mr. Fogg agreed that it is not easy for a new board member to get up to speed on the PBSD. He noted that we do schedule orientation meetings for new board members with staff. Mr. Fogg asked Mr. Stone to comment on his experience in becoming a new board member (Spring 2024). Mr. Stone commented that when he came on board, he had an orientation with Mr. Coleman, and toured PB properties with Ms. Herrmann, Ms. Jacob, and Mr. Greenfield, which gave him a broad understanding of the PBSD. He noted that there was a lot of open dialogue on many topics at today's meeting and suggested that a "workshop" meeting would essentially be the same as a board meeting. Mr. Stone commented that there is a learning curve to any new thing, recommended that new board members read meeting minutes and track PBSD activity, and in summary, stated that it was not very difficult to get up to speed. He noted that the biggest challenge is not having any communication with other board members, in compliance with Florida Sunshine Law. Mr. Fogg suggested that we have a meeting, immediately following the beginning of the term of new board members, to include an elaborate informative discussion of the FY27 budget, during which PBSD goals and ongoing projects would be discussed. He encouraged the interaction of board members with staff. The meeting was ad.iourned at 3:09 Michael Fogg, arr � �/ Minutes appr v resented OR [] as amended ON �` 1e �b date