Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Friday, May 13, 2022 1:30 PM Community Meeting Room Hideaway Beach Tax District Board HIDEAWAY BEACH TAX DISTRICT BOARD Chair: Dick Delawder Vice-Chair: John Barto Members: Paul Fernstrum, Linda Ryan, Steve Zinkan Hideaway Beach Tax District Board Attorney: David Tolces City Staff: Lina Upham, Mike Daniel, Diedre Wint Hideaway Beach Tax District Board Meeting Minutes - Final May 13, 2022 (1) CALL TO ORDER Chair Delawder called the meeting to order at 1:30 p.m. (2) ROLL CALL Present: 5- Vice-Chair Barto, Member Fernstrum, Member Ryan, Member Zinkan and Chair Delawder (Note: Vice-Chair Barto and Member Zinkan participated via remote telephonic connection) Also Present David Tolces, Attorney, Weiss, Serota, Hoffman, Cole & Bierman Mohamed Dabees, Vice President & Senior Coastal Modeler, Humiston & Moore Engineers Michael Poff, President, Coastal Engineering Consultants, Inc. Tim Hall, Senior Ecologist/Principal,Turrell Hall & Associates, Inc. City Staff: Mike Daniel, Acting Director of Public Works Lina Upham, Purchasing & Risk Manager Martin Luna, Video/Broadcast Technician Diedre Wint, Administrative Assistant for Public Works Jim Kornas, Recording Specialist (3) PLEDGE OF ALLEGIANCE Led by Chair Delawder. (3a) MOTION TO ALLOW BOARD MEMBER REMOTE PARTICIPATION MOTION by Member Ryan, seconded by Member Fernstrum, that Vice-Chair Barto and Member Zinkan be allowed to participate and vote remotely on all matters coming before the Board at this May 13, 2022 meeting. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 3- Member Fernstrum, Member Ryan and Chair Delawder (4) APPROVAL OF THE AGENDA MOTION by Member Ryan, seconded by Member Fernstrum that the Agenda be Approved. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 5- Vice-Chair Barto, Member Fernstrum, Member Ryan, Member Zinkan and Chair Delawder (5) APPROVAL OF THE MINUTES ID 22-2256 Approval of the Board’s Minutes from April 4, 2022 MOTION by Member Ryan, seconded by Member Fernstrum that the Minutes of April 04, 2022 be Approved. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 5- Vice-Chair Barto, Member Fernstrum, Member Ryan, Member Zinkan and Chair Delawder City of Marco Island Florida Page 1 Hideaway Beach Tax District Board Meeting Minutes - Final May 13, 2022 (6) STAFF COMMUNICATIONS ID 22-2257 Introduction of Public Works Staff Liaison & Administrative Support Mr. Mike Daniels, Manager of Infrastructure & Construction & Acting Public Works Director, was recognized by Chair Delawder for his knowledge and involvement in the early development of the Hideaway Beach Community. Mr. Jim Kornas introduced Ms. Diedre Wint, new Adminstrative Support for the Board, who is succeeding Ms.Tracey Barnett in that role. (7) PRESENTATIONS ID 22-2258 2022 Annual Monitoring Update (M. Poff) Mr. Michael Poff stated that the annual monitory surveys, data reduction and processing, computation of 1600 yards needed to fill the north-east beach field template, temporary stockpile for discussion had been laid and submitted to Humiston & Moore Engineers to add to the construction plan. Next step was to file a minor modification request to Florida Department of Environment Protection (FDEP) to allow the temporary stockpile to be part of the project moving forward. Board Member Ryan asked for the timeline for the minor modification and if a similar permit was needed from the U.S. Army Corps of Engineers. (USACE). Mr. Michael Poff stated he envisioned a two-week response to the submittal. The department has 30 days to request information and, after that period, another 90 days to issue the permit. ID 22-2259 Updated Construction Plans, Project Bid Schedule & Engineer’s Estimate of Probable Costs (M. Dabees) Mr. Mohamed Dabees updated the Board on the construction plan based on the April 22nd survey which provided the specifications and materials needed to move forward. The plan was permitted by the State, and USACE was in the process of finalizing the documents. The conditions he stated were dynamic given that the initial volume was less than 380,000 cubic yards. He noted that, as of April 22, there was significant increase of 480,000 cubic yards. The increase in cubic yards was factored into the budgeting for the project. The permit is expected in days even though an issuance timeline had not been provided by USACE. The Preconstruction and Construction Plans are for a November project commencement after the bids have been returned. Three elements comprise the project scope: 1) dredging and excavation of the sand traps at the tip of the Island (base: 150,000 yards, and option: 100,000 yards); 2) extension of the nearshore borrow area, and; 3) interior dredging from the southwest corner to the nearshore borrow area to near the Hideaway property line to remove the over wash. Mr. Dabees estimated that the project cost could range from $2.9 million to $3.9 million (including a 10% contingency plan) based upon the finalized project details. MOTION by Member Ryan, seconded by Member Zinkan, that the Humiston & Moore construction plan and bid schedule be Approved, and that the City of Marco Island be authorized to solicit construction bids for the project. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 5- Vice-Chair Barto, Member Fernstrum, Member Ryan, Member Zinkan and Chair Delawder (8) PUBLIC COMMENT City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final May 13, 2022 None. (9) OLD BUSINESS ID 22-2260 Financial Report as of April 30, 2022 (P. Fernstrum) Vice-Chair Barto raised several questions regarding how the City holds funds and earns interest on its holdings. Member Fernstrum indicated that the Florida Municipal Fund is utilized for this purpose, and that it is a very conservatively invested portfolio. City Council Chair Erik Brechnitz suggested that the Board may wish to investigate this with the City's Finance Director to see what other higher-yielding alternatives might be available. (10) NEW BUSINESS ID 22-2261 2023 Millage Rate Determination Recognizing the need to determine a 'not-to-exceed' millage rate before mid-July and to also judiciously consider the City of Marco Island's loan offer, the Board discussed at length its current available funding for the upcoming fiscal year in light of its on-going operational expenses and the projected cost of the Tigertail Lagoon/Sand Dollar Island project. Marco Island City Purchasing and Risk Manager Lina Upham indicated that a $700K loan was approved by the Marco Island City Council in August 2021, and that the terms of the loan stipulate that it must be paid back by December 31, 2022. Attorney David Tolces recommended that the Board consider two separate Motions before entering into an agreement to complete the Tigertail Lagoon/Sand Dollar Island project. One Motion could address the proposed maximum millage rate for the Tax District for fiscal year 2023, while the second Motion could address any modifications that the Board would like to pursue with the City of Marco Island on its loan offer. Member Ryan suggested that there were too many unknowns, at the moment, and the Board may not be ready to make a decision on the loan at this time. MOTION by Member Ryan, seconded by Vice-Chair Barto to postpone the discussion and decision on the 2023 Fiscal Year millage rate and the City of Marco Island loan offer until the Board's July 7, 2022 meeting. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 4- Vice-Chair Barto, Member Ryan, Member Zinkan and Chair Delawder No: 1- Member Fernstrum (11) COMMITTEE COMMUNICATIONS ID 22-2262 Next Board Meeting(s) - Thursday 6/2/22 and Thursday 10/6/22 The Board confirmed its next meeting date for July 7, 2022 at 1:30 P.M. No meeting will be held as previously scheduled on June 2nd. Subsequent meetings for the year will be confirmed at the July meeting. (12) ADJOURNMENT There being no further business before the Board, Chair Delawder adjourned the meeting at 2.37 PM. City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final May 13, 2022 ______________________________________________ Diedre Wint, Administrative Assistant for Public Works City of Marco Island Florida Page 4