Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Thursday, March 23, 2023 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 March 23, 2023 (1) CALL TO ORDER Chari Ryan called the Meeting to order at 1:30PM. Present: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (2) ROLL CALL Also present: David Tolces, Attorney, Weiss, Serota, Hoffman, Cole & Bierman (Via Zoom) Mohamed Dabees, Vice President & Senior Coastal Modeler, Humiston & Moore Engineers, Michael Poff, P.E., President, Coastal Engineering Consultants, Inc Marielle Nageon de Lestang, Senior Biologist, Turrell Hall & Assocs. City Staff: Justin Martin, Director of Public Works Diedre Wint, Public Works Martin Luna, Video/ Broadcast Specialist Please note: David Tolces, Attorney David Tolces, Attorney, Weiss, Serota, Hoffman, Cole & Bierman participated via zoom. MOTION by Member Zinkan, Seconded by Member Fernstrum that Attorney David Tolces be able to actively participate in the Meeting via zoon. Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (3) PLEDGE OF ALLEGIANCE (4) APPROVAL OF THE AGENDA MOTION by Vice Chair Delawder, seconded by Member Barto, that the Agenda be Approved. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (5) APPROVAL OF THE MINUTES ID 23-2799 Approval of the Hideaway Tax District Board of February 23, 2023. The board was informed that the change requested to the Minutes was not necessary as the file name was automatically generated at the time and date the Minutes were created and do not reflect the month of the Minutes. MOTION by Vice-Chair Delawder, Seconded by Member Barto that the Minutes of February 23, 2023 be Approved. with a change MOTION CARRIED BY THE FOLLOWING VOICE VOTE: City of Marco Island Florida Page 1 Hideaway Beach Tax District Board Meeting Minutes - Final March 23, 2023 Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (6) OLD BUSINESS (a) Project Update - Humiston & Moore ID 23-2813 Project Updates from Humiston & Moore and Coastal Engineering Consultants. Board Members were informed that the sand trap was fully completed and Coastal Engineering Consultants were expected next day to conduct surveys at the sand trap and the extended borrow area extension. To the south, the flow channel to Tigertail Lagoon had been restored and the Resilient Berm to the gulfside was still an active construction site. In addition, to the north where Sand Dollar Island had attached to the mangrove shoreline has been excavated and the flow channel continues from the entrance down to the park. Also, the dry beach area has added width as a result of the project. This width will adjust overtime as the design is often done wider and the reduction in width will form part of the wet beach. With work continuing into bird and turtle monitoring nesting seasons, part of Turrell Hall and Associates' effort is to work with the contractor to ensure compliance with environmental conditions and clear the beach each workday in order for the contractor to work on the project. Concerns were raised regarding the presence of equipment on the beach past the initial timeline of April 01. Members were reminded that the project extended to add 85K cubic yards of sand to the offshore borrow area This pushed the end date to May. (b) County Berm Restoration - Humiston & Moore Members were informed that Coastal Zone had included the City of Marco Island and Hideaway Beach Tax District as part of the County's Project under Section B for a total volume of 35K tons of sand. Part of this volume will provide Hideaway with 3K tons for emergency beach restoration. The total volume of sand had not been awarded but was expected in the coming days or weeks and the mode of transportation for the sand was via trucks to the island. The volume of trucks expected on the island and their impacts on roadways such as Royal Marco Way and Kendall and other roadways including private and public maintained were discussed at length by Boards Members. As a result, Members agreed to allow City staff to coordination with the County and continue this discussion as an Agenda item at the next meeting. (c) Annual Environmnetal Monitoring - Turrell Hall & Assocs. Turrell Hall and Associates presented their Annual Environmental Monitoring Report for the period of 2021 - 2022 (pre-Ian). This is a requirement from both state and federal agencies for the Tigertail and Sand Dollar Island Restoration Project. The goal is to monitor vegetation coverage on the berm, mangrove and wetlands from north to south of the lagoon, water quality particularly total phosphorus and nitrogen which are concerns for the island and submerged aquatic vegetation. The findings are based on geometric limits set by FDEP. The berm was reported at .6% which is below the 10% limit. Coverage of mangroves did not change but after Ian 50% of monitoring stations were impacted by sand overwash. City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final March 23, 2023 Total phoshorus was below the criteria and total nitrogen was above the criteria which was indicative of water exchange or sharing. Note: These data were compared with the City 2020 water quality and correction will be presented at the next meeting for a better analysis based on newer data. Submerged aquatic vegetation documented a reduction in density in the area of the island which was overrun by sand (Pre Ian) and at least 4 acres of seagrass have been lost from 2021 to January 2023. ID 23-2814 Project Update Turrell Hall & Assocs. (d) Project Update Coastal Engineering Consultants - Poff Board Members were advised to take time to review the efforts that had expended to get Hideaway support through FEMA which was without success for past hurricanes and that this current inclusion was a precedential data point for future emergency need. (e) MONTHLY FINANCIAL UPDATE - Fernstrum ID 23-2815 Monthly Financial Update As of February 28, 2023 the ad valorem tax receipts were at 91% in the amount of $934,938 with $91,045 still outstanding which was expected shortly and the outstanding purchase orders were in the amount of $264,195.45 as of March 15, 2023. The City loan and TDC (Tourism Development Council funds remain untapped. The TDC funds are based on work done and are administered as reimbursement for accrued bill via the City. The overall financial outlook puts the board in a solvent position given its estimated amount for unassigned contingency. This is the amount of cash that will be available when all obligations have been paid. (7) CITY STAFF COMMUNICATIONS The US Army Corps of Engineers will hold meetings for stakeholders on Coastal Resiliency Study to attempt to resolve conflicts and look for solutions (charettes) April 25, 26 & 27. The Coastal Resiliency Study will be held at the South County Regional Library with some provision for public attendance but there may be some limitations to virtual participation. The response letter to Marco Island concerns are a work in process and awaiting reviews. The purchase order for Solitude Lake Management has been closed and the invoice for $2,800 was returned. Turrell Hall & Assocs. has been taking care of the immediate needs and based on provision in the open purchase order that task can be included and does not require a new purchase order or a motion from the board to continue with any further needed service. (8) PUBLIC COMMENT (TIME CERTAIN..) None. (9) NEXT MEETING: CONFIRMATION & ATTENDANCE The Committee proposed the Meeting be held April 21, 2023 at 9AM. Also, the May meeting will be discussed further at the April 21, 2023 Meeting. City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final March 23, 2023 (10) PROPOSED AGENDA TOPICS FOR NEXT MEETING The Board proposed the following items for the next Meeting: County Berm Restoration (private vs. public), Project Updates, Millage Rate Preview and Financial update including open purchase orders. (11) OTHER COMMITTEE COMMUNICATIONS (i) COMMITTEE UPDATES: a) City Council Presentation b) County Site Visit c) Finance Director Discussion Board Members met with the Finance Staff and were provided with the following information: Cash-on-hand line item on the Board's Financial Report is subjected to board's revenue and expense which are accounted for based on accruals. The City loan is not included in cash-on-hand. There is a new line item "reimbursement from the county." Infrastructure change orders #1 and 2 were processed by the City DRAFT review of the 2023 - 2024 budget process will be presented at the April 21, 2023 for discussion Preliminary discussion of the budget and mill rate to be followed up with a decision in the May Meeting. Board Members input are required for the expense category and it is open for review Proposed Monthly reports: 1) the Actual report on revenue and expense 2) a list of open purchase orders City Council: Update on the project was presented to City Council. County Management A site visit has been arranged for the Director of Parks & Recreation, Collier County Commissioner and Deputy County Manager March 30, 2023 at 1PM which will include a prebriefing at the Club House and a boat tour of the project. FDEP Site tour by its compliance team has been arranged for April 07, 2023 at 9AM. This will also include a prebriefing at the Club House. Project Brochure Humiston and Moore has prepared a brochure of the project showing before and after which is a helpful tool to glean appreciation for the magnitude and accomplishment of the project in saving the lagoon. Members expressed compliments to Chair Ryan for her role and effort to proactively advance public relations for the project. (12) ADJOURNMENT There being no further business before the Committee, Chair Ryan adjourned the meeting at 3:10 P.M. City of Marco Island Florida Page 4 Hideaway Beach Tax District Board Meeting Minutes - Final March 23, 2023 __________________________________ Diedre Wint, Administrative Assistant City of Marco Island Florida Page 5