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PBSD Board Minutes 03/11/2026PELICAN BAY SERVICES DIVISION BOARD REGULAR SESSION MARCH 11, 2026 The Pelican Bay Services Division Board met on Wednesday, March 11, 2026, at 1:30 p.m..at the Cormnunity Center at Pelican Bay, 8960 Hammock Oak Drive, Naples, Florida 34108. In attendance were: Pelican Bay Services Division Board Bob Lufl<in Michael Fogg, Chairman Cindy Polke Joe Chicurel, Vice -Chairman Michael Rodburg Jacob Damouni Greg Stone Nick Fabregas Rick Swider Peter Griffith Michael Weir Brad Hildebrandt (absent) Pelican Bay Services Division Staff Dave Greenfield, Supervisor -Field II Neil Dorrill, Administrator (by telephone) 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 Also Present Susan Levine, Pelican Bay Foundation Tom Pollee, Pelican Bay Foundation APPROVED AGENDA (AS PRESENTED) 1. Pledge of Allegiance 2. Roll Call 3. Agenda approval 4. Approval of 2/11/26 Regular Session meeting minutes 5. Audience comments Administrator's Report a. Update on projects b. Review of the Feb. 28 financials Committee Reports a. Landscape &Safety b. Budget Chairman's Report a. Election b. Pelican Bay Beach & Clam Pass Aerials Old Business 10. New Business/Miscellaneous Correspondence 11. Adjournment ROLL CALL Mr•. Hildebrandt was absent and a quorum was established. Pelican Bay Services Division Board Regular Session March 11, 2026 MR. DORRILL PARTICIPATED BY TELEPHONE Mr. Lufkin motioned, Mr. Griffith seconded to approve the agenda as ted. The motion carried unanimously. Mr. Griffith motioned, Mr. Fabregas seconded to approve the 2/11/26 session meetine minutes as amended. The motion carried unanimously. AUDIENCE COMMENTS Mr. Tom Polke, PBF Chair, commented on issues discussed at the Feb. 19 Landscape & Safety meeting relating to expenses incurred from replacements and relocation of bicycle sharrows, a multi- year sign replacement project, and replacement of pavers in crosswalks. Ms. Susan O'Brien expressed thanks to all who worked on our recently completed projects including sidewalks, our new Operations Building, Clam Pass dredging, and beach renourishment. She commented that Florida statutes mandate governance in the sunshine, Florida agencies require approval for modifications to permitted systems, Collier County requires that procurement guidelines are followed, and the PBSD ordinance stipulates that the PBSD Board makes major decisions. Ms. O'Brien explained that this board does not meet these requirements as evidenced by the following. • The $800,000 street sign replacement contract was not discussed and approved by this board, and instead, the contract was taken directly to the BCC on 6/10/25 for approval. The contract includes 300 signs that were installed after Hurricane Irma for several hundred thousand dollars. • The $450,000 project to reline a pipe, about '/a mile in length in the Pelican Bay Woods neighborhood, was not discussed or approved by this board. As the PBSD has responsibility for about 8 miles of pipe within Pelican Bay, this project has potentially large implications; the cost to reline the entire PB pipe system would extrapolate out to a potential cost of $14.5 million. • The modification by the PBSD to the master water management system, last summer, was not discussed and approved by this board, nor was it approved by the S.F.W.M.D. that holds the permit for the master system. The work changed the sheet flow drainage between the Claridge and the Montenero to a swale. Sheet flow is a preferred method of run-off because it removes more nutrients before the run-off gets to Clam Bay, which is a key variable to water quality in Clam Bay. The PBSD received a non-compliance notice from the S.F.W.M.D. last week because the PBSD did not seek its approval prior to this work. • Ms. O'Brien urged the board to get back on track, and regularly meet all requirements of the state of Florida, Florida agencies, Collier County, and PBSD ordinances. Mr. Ken Silverman, President of the PBPOA, commented that the PBPOA published an article detailing $2.7 million in contracts awarded with no bid, and noted that as watchdogs for PB residents, this matter should be fully investigated by the PBSD Board with an explanation of why a Parks & Rec. bid was used to award contracts. Mr. Silverman commented on a recent meeting with Mr. Fogg which included discussions on the following. 2 Pelican Bay Services Division Board Regular Session March 11, 2026 • The upcoming renewal of the Administrator's contract for $100,000/year for his part-time services. • Awarding of a contract for the replacement of street signs without adequate vetting by this board. • A memorandum of understanding from Collier County stating that the PBSD Board is responsible for day-to-day operations. • The board needs to step up and take back control, investigate what has happened, and move forward in a positive fashion, providing transparency and the best value for PB residents. RESPONSES TO AUDIENCE COMMENTS Mr. Dorrill commented that at the recent Budget Committee meeting, clarifications of County procurement requirements were discussed. Ile noted that annual County contracts were used for our dune and sand reclamation projects. Mr. Dorrill commented that he is working with Mr. Fogg to formalize the board approval process. Mr. Fogg commented that staff followed all County procurement guidelines; the Clerk provides an internal control check over the entire procurement process, and has paid all of our invoices over the past 18 months. He noted that all of the projects undertaken over the last 18 months were discussed at many board meetings, including dune restoration, beach renourishment, and sign replacement, and all were included in our board approved FY26 budget. Mr. Fogg noted that during the 2024 post -hurricane time period that some procurement processes were relaxed by the County. He explained that although the $800,000 sign contract was not specifically approved by the PBSD Board, that the board was well aware of it, with a $150,000 budget included in the FY26 budget. Mr. Fogg suggested that the comments on this issue are disingenuous. Mr. Fogg commented that he will develop our own guidelines on our board approval process with Mr. Dorrill, which will be discussed and approved by the Budget Committee, and then brought forward for approval by the board. He suggested that there should be a balance between staff taking care of day-to-day operations with flexibility to respond to situations that arise, with an appropriate level of board oversight. Mr. Fogg noted that if the county or state has an existing contract for an area of work that we are looking to do, staff is obligated to use that contract. Mr. Fogg commented on a 2007 memo from the County regarding the responsibility of the board to manage PBSD day-to-day operations, and suggested that he is not in favor of the board managing day-to-day operations as the board is not qualified and does not have the time to provide such management. He suggested that the role of the board is general oversight, approval of the budget, approval of significant changes to the budget when they occur, and oversight of the progress of ongoing projects. Ms. O'Brien commented that she has not made any personal attacks or made any negative comments, and therefore does not appreciate her behavior as being described as disingenuous. She noted that the $800,000 sign contract was brought up as an example and noted that we did get 2 bids (the second bid was $2.2 million), showing the importance of the bidding process. Ms. O'Brien commented that the state of Florida mandates governance in the sunshine and that it was critical for an $800,000 contract to be discussed and approved by the board. Mr. Stone commented that it was inappropriate for Ms. O'Brien to accuse staff of malfeasance initially at the Candidates Forum and followed up at the February Landscape & Safety Committee meeting. Ms. Polke commented that we need more board discussion on the budget development process, the bidding process, and beach renourishment. She suggested that we need more transparency and Pelican Bay Services Division Board Regular Session March 11, 2026 more discussion to achieve the most cost effectiveness in completing our projects. She commented on Order OGC No. 24-2580 (as included in the Budget Committee agenda packet) issued by the FDEP in regards to the Emergency Authorization for repairs, replacement, restoration, and certain other measures made necessary by Hurricane Milton, which needs additional board discussion as it appears to have been ignored by this board and Dr. Dabees, ADMINISTRATOR'S REPORT UPDATE ON PROJECTS SAND RECLAMATION AND DUNE RESTORATION PROJECTS Mr. Dorrill commented that our sand reclamation and dune restoration projects are coming to an end in two weeks, as the governor's executive order for this type of work has not been extended. He reported that 3,000 mangrove seedlings have been installed in Outer Clam Bay and the inlet. Mr. Dorrill noted that we are in the process of sourcing other dune plantings for installation in the north and south end of the community, and will share plant proposals received at future board meetings. SIGN REPLACEMENT PROJECT Mr. Dorrill commented that our Sign Replacement Project is on schedule; the first 31 signs have been assembled and installed. He noted that 35 signs are scheduled to be installed within the next 30 days, and an additional 93 by the end of the year. Mr. Dorrill commented that that the signs that were installed after Hurricane Irma, which were re -engineered to withstand high winds, were funded through a FEMA grant. He noted that although these signs are in conflict with County code, it is not a priority to replace them at this time. SPECIALTY DRAINAGE PROJECT Mr. Dorrill reported on a specialty drainage project underway, consisting of lining 1,396 feet of drainage pipe, which is expected to be completed within two to three weeks. Mr. Griffith questioned what hours the contractor is working, and whether the contractor leaves any equipment running overnight. He noted that his neighbor complained about overnight noise. Mr. Dorrill commented that per the County's zoning and noise ordinance, contractors are able to work 7 a.m. — 7 p.m., and that there is no reason for equipment to be running at night other than possibly dewatering or superheating the water involved in the process. Mr. Coleman commented that he will follow up with the contractor. Mr. Dorrill thanked Mr. Griffith for his work on this board, especially for his diligence and his passion for canopy trees and things that add value to the streetscape. OPERATIONS BUILDING PROJECT Mr. Dorrill commented on staff fiush•ation with the Clerk's Office who has refused to process the final payments to the contractor for this project, as a final C.O. has not been issued because the state has not processed the paperwork to tie in the new water and sewer lines to the existing water and sewer trunk lines at the site. He noted that this situation is being highlighted to underscore the multiple layers of County oversight. REVIEW OF TIIE PEBRUARY 28 FINANCIALS Mr. Dorrill reviewed the February 28 financial statement and provided highlights including (1) cash on hand of $10.8 million, (2) outstanding payables of $726,154, (3) commercial paper debt of $4.63 million, (4) reserves (per County policy) of $1.45 million, and (5) assessments received of $5.256 million (89% of budget). tu' Pelican Bay Services Division Board Regular Session March 11, 2026 COMMITTEE REPORTS LANDSCAPE & SAFETY Mr. Stone provided a report on the Feb. 19 Landscape & Safety Committee meeting which included the following. • Our target is to plant 50 trees this year (minimum 65-gallon size). • The sharrow replacement/relocation project has been completed. Unfortunately, we were not happy with the contractor's work, and have now purchased a machine to improve upon the appearance of the completed work. Lesson learned to hold contractors to account for what is expected. • Pedestrian activated safety lights are planned for the intersections of PB Blvd. at North Point Dr. and Hammock Oak Dr. These intersections did not qualify for stop signs. • At the Mar. 10 Presidents Council meeting, a presentation was provided by the County's Pollution Control on fertilizer and its potential for causing water quality impairment. A better way of communication needs to be developed as only 50 out of 95 association presidents were present, and single-family homeowners have no association. Most of the attendees were unaware of County fertilizer requirements or the County's quarterly report on the nutrients contained in the recycled water, which should be utilized by landscapers to calculate fertilizer needs. Follow-up is needed on the recipient list of this report to improve communication of this information to all of our PB associations and homeowners. • As of April 1, Brian Stevens, Chair of the PBF Design Review Committee (DRC), will become a member of the PBSD Board, at which point we will look at how to manage working with the DRC going forward, while working within Florida Sunshine Law. Mr. Stevens may continue to provide landscape improvement input from the PBF at PBSD meetings. He may nominate another DRC representative to work with Mr. Stone offline. Mr. Rodburg commented that the County did us no favor by eliminating the ban on wet season fertilizing and suggested that we consider whether PB should reimpose that ban on the community. Mr. Fogg suggested organizing a workshop with the PBF to address inputs into Clam Bay. Mr. Polke suggested that it would be beneficial if we could determine the major causes of water quality impairment so that these causes could be specifically addressed at a workshop. Mr. Fogg agreed that further study is warranted. BUDGET Mr. Pogg provided a report on the March 5 Budget Committee meeting which included the following. • Discussions included FY26 current forecasts and FY27 budget for operating expenses and prejects. • Final PBSD Board approval for our FY27 budget will be at the May board meeting, so that it is finalized prior to the County's June 18 Budget Workshop. • The committee tentatively agreed for the FY27 budget to include (1) $250,000 for landscape improvement, (2) $150,000 for sign replacement, (3) 900,000 to $1 million for beach renourishment, (4) $500,000 for pipe maintenance, and (5) $150,000 for lake bank remediation. • Our estimated assessment is likely to be $1,100 - $1,200 per BRU. Pelican Bay Services Division Board Regular Session March 11, 2026 Our operating budget will be reviewed more extensively at our next committee meeting. The County dictates personnel expense increases and has set a maximum increase of 3% in operating expenses. Ms. Pollee questioned whether our beach renourishment budget includes dredging and sand removal from the back bay. Mr. Rodburg responded that our last dredge project provided less than 4% of the total volume of sand received in our recent beach renourishment project. Mr. Fogg commented that we need to look into the feasibility of doing our own beach renourishment project when deemed appropriate. We need input from Dr. Dabees on the minimum amount of sand needed so that the sand would not be quickly washed away (as was observed at the 2025 Turtle Club beach renourishment project). Mr. Rodburg commented that this issue is on the March 16 Clam Bay Committee agenda; options, feasibility, and cost implications will be discussed. Mr. Fogg commented that no lake bank remediation projects are planned in FY 27; however, once the PBF firms up plans on their Community Center renovation project, the PBSD will go forward with plans on a lake bank project for the Community Center lake. Mr. Griffith commented that pipe inspections over the last several years have indicated that our stormwater system is in better shape than expected. He noted that per a conversation with Shenandoah, we are very fortunate to have concrete pipes which can easily be repaired. ELECTION Mr. Coleman reported election results, while cautioning to be mindful that results are not final until approved by the BCC on March 24: Dave Cook 30.82%, Roanna Handy 15.89%, Brad Hildebrandt 5.33%, Henry Lesher 2.27 %, Danielle Sherwood 17.84%, and Trent Waterhouse 27.85%. Mr. Fogg noted that new board member terms begin on April 1. He thanked Mr. Swider and Mr. Griffith for their lengthy service and expressed appreciation for their work. PELICAN BAY BEACH &CLAM PASS AERIALS Mr. Fogg reviewed recent Clam Pass and PB beach aerials provided in the agenda packet and highlighted the following. • The aerials show good flow through the Pass. • An area near Bay Colony & the Strand may need to be addressed, as you can see that this area is fairly sparse and somewhat sandy. Although we have been monitoring the area, it appears that this area is struggling to recover from past hurricanes. Earth Tech is reviewing what remediation efforts may be necessary for this area, and additional funding in our Clam Bay Fund may be needed for this purpose. This fund may need to be increased by as much as 100%; other supplemental funding needs may include (1) changing dredge methods and/or template, (2) additional consultant work, and (3) installation of additional hand -dug channels. Ms. Pollee had the following requests and questions. • A request for before and after comparison photos of our beach and dune in relation to our restoration projects. • A request for closeups of sand reclamation/dune restoration work by Earth Tech. • A request for more information on the cost and bidding process for our recent dune plantings. • Who designed the type and sites of our recent plantings? • Why are we changing our ordinance in relation to mangrove forest oversight? Pelican Bay Services Division Board Regular Session March 11, 2026 • A request for us to do more work on identifying the sources of the Clam Bay water quality impairment. • What is the cost of removing phosphorus and nitrogen from the County reclaimed water. • A request for us to look at the costs and benefits of installing littoral shelves (on PB lake banks). The installation of the Golf Course littoral shelves has been successful; their lakes are clear. Mr. Rodburg commented that the Clam Bay NRPA is an ura ecosystem; Dr. Dabees has suggested that we should not interfere with nature. He noted that the only reason that we were able to reclaim sand post hurricane was because of the governor's emergency order, which is about to expire. Ms. Pam Hicks commented (1) the beach in front of Marker 36 has become much narrower over many years, (2) sea level is rising, (3) temperatures are rising, (4) human actions cannot change these trends and (5) filling more sand onto the beach will not be effective. Ms. Polke commented that FDEP's order (as discussed earlier) talks specifically about our right to remove infilled sand caused by hurricanes, without any additional required permission. She suggested that additional sand could have been removed and placed at the mean high-water line of our beaches. Mr. Fogg commented that some of these questions will be answered by our Clam Bay modeling project which will provide a bathymetric baseline, and may result in a change to our dredge template. OTHER COMMENTS Mr. Tom Polke suggested the possibility of installing borings to assist in monitoring water and sediment levels, was adiourned at 3:19 141ichael Fogg, Chairr an '' �/ / / Minutes approved as sente OR [� as amended ON 7 �6 date