Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Thursday, July 7, 2022 1:30 PM Community Meeting Room Hideaway Beach Tax District Board HIDEAWAY BEACH TAX DISTRICT BOARD Chair: Linda Ryan Vice-Chair: Dick Delawder Board Members: John Barto, Paul Fernstrum, Steve Zinkan Hideaway Beach Tax District Board Attorney: David Tolces City Staff: Justin Martin, Public Works Director; Diedre Wint, Administrative Assistant Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 (1) CALL TO ORDER Chair Delawder called the Meeting to order at 1:30 p.m. (2) ROLL CALL Present: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (Note: Vice Chair Barto and Board Member Fernstrum participated via telephone). Also Present: David Tolces, Attorney, Weiss, Serota, Helfman, Cole & Bierman, P.L. Mohamed Dabees, Vice President & Senior Coastal Modeler, Humiston & Moore Engineers Michael Poff, President, Coastal Engineering Consultants, Inc. City Staff: Mike Daniel, Acting Director of Public Works Lina Upham, Purchasing & Risk Manager Martin Luna, Video / Broadcast Technician Diedre Wint, Administrative Assistant, Public Works (3) PLEDGE OF ALLEGIANCE Led by Chair Delawder. (4) MOTION TO ALLOW REMOTE BOARD MEMBER PARTICIPATION MOTION by Board Member Zinkan, seconded by Board Member Ryan that Vice Chair Barto and Board Member Fernstrum be able to actively participate and vote on matters coming before the Board this day, July 07, 2022. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 3- Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (5) APPROVAL OF THE AGENDA Adopted without comment, Motion or Vote. (6) ELECTION OF OFFICERS ID 22-2348 Election of Officers - Hideaway Beach Tax District Board MOTION by Chair Delawder, seconded by Board Member Zinkan, that Board Member Ryan assume the position of Hideaway Beach Tax District Board Chair at the conclusion of this July 7, 2022 Meeting. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder MOTION by Board Member Zinkan, seconded by Chair-Elect Ryan, that Board Member Delawder assume the position of Vice-Chair of the Hideaway Beach Tax District Board at the conclusion of the July 7, 2022 Meeting. MOTION CARRIED BY City of Marco Island Florida Page 1 Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 THE FOLLOWING VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder MOTION by Chair-Elect Ryan, seconded by Board Member Zinkan, that Board Member Barto be appointed as Secretary of the Hideaway Beach Tax District Board at the conclusion of the July 7, 2022 Meeting. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder MOTION by Chair-Elect Ryan, seconded by Board Member Zinkan, that Board Member Fernstrum be re-appointed as Treasurer of the Hideaway Beach Tax District Board at the conclusion of the July 7, 2022 Meeting. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (7) APPROVAL OF THE MINUTES ID 22-2337 Approval of the Hideaway Beach Tax District Board Meeting Minutes of May 13, 2022 Chair-Elect Ryan requested that the following corrections be made to the draft of the Board's Meeting Minutes of May 13, 2022: Under Item 7: Presentations 1) change the reported quantities from 380 and 480 to 380,000 and 480,000; 2) correct the reference of the timeline to note that it had not been provided by the U.S. Army Corps of Engineers (USACE) rather than by the Florida Department of Environmental Protection (FDEP); 3) correct the description from "extension of the neutral bore area" to "extension of the nearshore borrow area"; 4) correct the description from "neutral bore area to South Point" to "nearshore borrow area to near the Hideaway property line" Under Item 10: New Business Correct the identification of the dissenting Board Member from Member Zinkan to Member Fernstrum MOTION by Board Member Zinkan, seconded by Chair-Elect Ryan, that the Hideaway Beach Tax District Board Meeting Minutes of May 13, 2022 be Approved as Amended. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (8) STAFF COMMUNICATIONS Chair Delawder expresssed gratitude to Ms. Upham for taking time during the Fourth of July Holiday weekend to work and gather materials for the bid process in order to meet the required timeline for advertisement. (9) PUBLIC COMMENT City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 No members of the public came forward to offer comment. (10) PRESENTATIONS ID 22-2329 Coastal Engineering Consultants, Inc. Update (M. Poff) Mr. Poff stated that he anticipated a quick turnover of the permit given that its recent changes were minor with no additional impact to the dredge footprint. The permit is expected to include a letter of modification to clarify that it is one project even though two permits were applied for within the aquatic boundaries which fall under two governance jurisdictions (State and Federal) which determines what areas can be dredged and sand can be relocated. Any sand dredged from the sand trap can go onto Sand Dollar Island. Sand dredged from the nearshore borrow area can be redeposited on Hideaway's beach area or on other Sand Dollar Island areas. An application for the temporary stock pile permit for the small beach between the Hideaway Beach buildings has been submitted. FDEP has deemed it complete as it continues through the process to be issued. It is expected to be ready in time for the fall construction schedule. At the conclusion of his presentation, Mr. Poff was complimented by Chair Delawder on a job well-done. ID 22-2331 Project Bids Received - Tigertail Lagoon/Sand Dollar Island Ecosystem Restoration Project (L. Upham) City Purchasing & Risk Manager Lina Upham reported that solicitation of contractor bids for the Tigertail Lagoon/Sand Dollar Island Restoration Project commenced on June 1st and was received with great interest. Bids ranging from $3 million to $10 million were received. The project was awarded to Ahtna Marine & Construction Company, LLC. Mr. Mike Daniels, City Construction Manager for the Public Works Department will oversee the project beginning in November after the conclusion of the 2022 Turtle Nesting Season. Ms. Upham requested a Motion from the Board for the October 03, 2022 City Council Meeting in order to award the contract to Ahtna Marine & Construction Commpany, LLC with work to commence November 1, 2022. Member Zinkan moved the motion, seconded by Member Ryan. for the board to submit to City Council for approval to award the contract to Ahtna Marine LLc in the amount of $3,306,187.50. Yes: 4- Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder ID 22-2332 Restoration Project Timeline & Public Easement Status - Tigertail Lagoon/Sand Dollar Island Ecosystem Restoration Project (M. Dabees) On behalf of Humiston & Moore, Mr. Dabees expressed appreciation for the open-mindless of the reviewers, the patience from supporters and the challenges received from those who scrutinized the project. As the Engineer-on-record, Mr. Dabees recommended the Hideaway District Board and City Council award the contract to Ahtna Marine LL an entity that has attested its competency and professionalism on pass work done, of this nature, in the district and across Florida. In addition,he stated all pending permits had been approved and there is a team in place to move forward with the construction and any regulatory requirements for the project. Member Zinkan questioned the accuracy of the volume of cubic yards of sand to be removed which were City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 included in early presentations to the board. Mr. Dabees acknowledged that Humiston and Moore had included an estimated 100K cubic yards in an earlier version of the package but due to permit requirements and the grading of the sand trap alongside much needed high level detailed information, not available at the time, reduced he volume of sand to be removed as presented in the bid plan will be for 40K cubic yards. Mr. Dabees commended Lina Upham for her hard work and professionalism in getting the bids ready even during the long weekend. Chair Delawder expressed his gratitude for the extent Mr. Dabees established engagement with the various interests to select permitting for the project Mr. Dabees credited staff, dedication and trust from the board and supportive agencies and noted the environmental sensitivity requirement much greater understanding and effort. Member Zinkan requested an updated cost from Humiston & Moore for the project. Mr. Dabees responded it was $3.8M which included construction, professional fees and other contingencies but he suggested that the board have a budget at $4M for unforeseen weather or underground conditions and also recommended the board to award the preconstruction phase to lay out the compliances needed in order to commence the construction November 01, 2022. Mr. Dabees informed the Board that the items being presented were scheduled for completion by the end of October. Member Zinkan inquired if authorization may be needed for survey presently or at end of October. Mr. Poff informed the Board that pre and post surveys will be presented to the Board in the October Meeting at an estimate of around $100K which was already in the Hideaway Tax District overall budget. On the Restoration Timeline and Public Easement Status, Mr. Dabees stated that coordination will be for the permits and conditions with Turrell Hall & Assocs, contractors and others for the agencies to ensure the project moves forward. Mr. Dabees ended his presentation with special thanks extended from Member Ryan and the board to Humiston & Moore and Turrell Hall and Assocs. Member Ryan Moved a motion to accept the proposal from Turrell Hall & Assocs., for professional environmental services for Sand Dollar Island, Tiger Tail Restoration Project in the amount of $49,675.50 Yes: 4- Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder Mr. Dabees informed the Board the that the items being presented needed to be completed by the end of October and other items such as surveys would be presented later. Member Zinkan inquied of Mr. Poff the need for any authorizations from the Board for surveys as of the present through to the end of October and Mr. Poff responded that the amount was already in the Hideaway Tax District overall budget; however, preconstruction and post construction surveys would be presented at the October Meeting which he estimated would be around $100K. Member Ryan and other members of the Board offered their thanks to Humiston & Moore and Turrell Hall and Assocs. for the work done on the Project. Mr. Dabees further informed that the timeline included the announcement from Mr. Upham that the contract will be award in the City Council Meeting October to Ahtna Marine. Thereafter, the notice to proceed will be issued to the contractor. In addition, as was part of the permit application process City of Marco Island Florida Page 4 Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 included acquiring public easement from state lands for the sand trap and extending the borrow area. This, he stated, will be part of the coordination process with Turrell Hall & Assocs. and the contractor to ensure that all agencies compliances are met to allow the project to move ahead timely. Member Ryan moved a Motion, seconded by Member Zinkan for Humiston & Moore Engineers Preconstruction Professional Services for the Tigertail Lagoon, Sand Dollar Island Ecosystem Restoaration Project in the amount of $46, 621. Yes: 4- Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder ID 22-2333 Financial Report as of June 30, 2022 (P. Fernstrum) Member Fernstrum reported that the Hideaway Tax District was in good financial standing given current cash on hand, increase in ad valorem taxes due, the 12% plus increase in property values, City loan along with the construction project bid from Ahtna Marine indicated the 1.5 % millage rate should cover the everything through to September 30, 2023. At the end of the Project March 2023, there should be $600K - $700K in the bank which could be decreased by open projected orders for beach grooming, legal and or professionals fees to $543K. July 2023, he stated, a new millage rate would be established and if the same 1.5% miillage rate was applied using a 60% taxes collected would provide $588K minus the repayment of the City loan to a cash balance of $400K or more. (11) OLD BUSINESS ID 22-2338 City of Marco Island Interfund Loan Ms. Upham informed the Board the resolution was to extend the repayment term from December 31, 2022 to December 31, 2023. In addition, Ms. Upham requested that the Board allow the staff and the City Attorney the flexibility to add a paragraph an include "whereas" in the language given the 2012 was referenced and the Board will be having another Referendum in August 2022 before the October 03, 2022 City Council Meeting. This language flexibility would allow the staff and the City Attorney to not have the Board convene to present and modify the language. Member Zinkan inquired of Mr. Guillermo Polanco, Financial Director if the funds would be made available in December and he responded the majority of ad valorem would often be collected due to people taking advantage of the discount. Member Zinkan referred Mr. Polanco to the Estimated Taxable Values of $681M that were later adjusted on lines 4 & 5. Mr. Polanco informed the Board that Line 4 ($681M) was the estimated value sent in June and Line 5 was the certified value received in July ($709,487,316) and are shown as splits to indicate new construction which he stated was good news but line 4 should be used to determine the millage rate. The certified amount provided an additional $41K at a millage rate of 1.5 or at 1.75 millage rate an additional $48K MOTION by Member Zinkan, seconded by Chair Elect Ryan, that the City of Marco Interlond Resolution be modified to extend the loan repayment from December 31, 2022 to December 31, 2023 and that Staff can modify the language to include "WHEREAS" to the Hideaway Tax District Referendum of August 2023 and that the loan not exceed $700K. MOTION CARRIED BY THE FOLLOWING VOTE: City of Marco Island Florida Page 5 Hideaway Beach Tax District Board Meeting Minutes - Final July 7, 2022 Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder ID 22-2334 2023 Millage Rate Determination MOTION by Member Zinkan, Seconded by Chair Elect Ryan that the City Council set the Millage Rate at 1.500 mils. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (12) NEW BUSINESS No new items were discussed. (13) COMMITTEE COMMUNICATIONS No further communication by Members. ID 22-2335 Next Board Meeting Date(s) The Board Members agreed to meet October 20, 2022. ID 22-2336 Other Topics of Interest for Communication Chair Elect Ryan informed the Board there was an update on the Collier Creek Project which she attended in May with City and Collier County Representatives. The update outlined sand management plans and wording in the permit application and other concerns.The update will be made available to Members Barto and Fernstrum at the next Meeting. Member Fernstrum made suggestion to the Board to document the construction process with video given the nature, enviromental and uniqueness of the Project. Ms. Upham informed the Board that contact needed to be made with the vendor to get "grey" or weekly drone footage which are often part of contracts of this scope and low cost but she would follow up and make contact with the Public Relation Representative on file. Special thanks to out going Chair from Board Members to Vice Chair Elect Delawder. (14) ADJOURNMENT There being no further business before the Board, Chair Delawder adjourned the meeting at 2:37 p.m. ______________________________________________ Diedre Wint, Administrative Assistant, Public Works City of Marco Island Florida Page 6