Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Thursday, October 19, 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; Tara Kosieracki, Administrative/Project Coordinator Hideaway Beach Tax District Board Meeting Minutes - Final October 19, 2023 (1) CALL TO ORDER Chair Ryan 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: Member Barto and Member Zinkan participated via telephone.) Also Present: Mohamed Dabees, Vice President & Senior Coastal Modeler, Humiston & Moore Engineers David Tolces, Attorney, Weiss, Serota, Helfman, Cole & Bierman, P.L. (participated via zoom & telephone) City Staff: Justin Martin, P.E., Director of Public Works Tara Kosieracki, Administrative/Project Coordinator (3) PLEDGE OF ALLEGIANCE Led by Chair Ryan. (4) APPROVAL OF THE AGENDA MOTION by Vice-Chair Delawder, seconded by Member Fernstrum, 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 SPECIAL MOTION MOTION by Member Fernstrum, seconded by Vice-Chair Delawder that Member Barto and Member Zinkan be able to actively participate and vote on matters coming before the Board this day, October 19, 2023. MOTION CARRIED BY THE FOLLOWING VOTE: Yes: 3- Board Member Fernstrum, Chair Ryan and Vice-Chair Delawder (5) APPROVAL OF THE MINUTES ID 23-3182 Approval of the Minutes of May 9, 2023 MOTION by Vice-Chair Delawder, seconded by Member Fernstrum, that the Hideaway Beach Tax District Board Meeting Minutes of May 9, 2023 be Approved. MOTION CARRIED BY THE VOICE VOTE: Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (6) OLD BUSINESS City of Marco Island Florida Page 1 Hideaway Beach Tax District Board Meeting Minutes - Final October 19, 2023 ID 23-3183 Project Update from Humiston & Moore Engineers (M. Dabees) Mohamed Dabees commented his presentation is focused on the project performance post Hurricane Idalia. They worked with the City and County to complete the repairs. The project area on Sand Dollar Island is part of a spit. This area is expected to evolve and change over time. Mohamed summarized past storm impacts and also described the conditions and damages from Hurricane Idalia. Mohamed described pre-construction and post-construction phases from Hurricane Idalia. Mohamed and the Board discussed the conditions of the berms before and after the repairs from Hurricane Idalia. The emergency repair was minor compared to the full restoration. The emergency repair totaled $47,528.00 to complete the work. A recommendation was made by Mohamed for the Board to vote and reimburse the City. MOTION by Vice-Chair Delawder, seconded by Member Fernstrum, that the contract be approved for the Sand Dollar Island/Tigertail Lagoon emergency repair from Hurricane Idalia and to reimburse the City's general account in the amount of $47,528, 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 Mohamed suggested to have a future budget only for maintenance. Mohamed discussed a proposal consisting of professional services required for construction administration during the Emergency repair work post Hurricane Idalia and continuing permit compliance monitoring for Tigertail Lagoon/Sand Dollar Island Ecosystem Restoration Project. The proposal is broken into two different items under two main tasks of environmental monitoring (Turrell, Hall & Associates) and project management (Humiston & Moore Engineers) for the period of September 1st through December 31, 2023 totaling $28,464.18. MOTION by Vice-Chair Delawder, seconded by Member Fernstrum that a proposal consisting of professional services required for construction administration during the Emergency repair work post Hurricane Idalia and continuing permit compliance monitoring for Tigertail Lagoon/Sand Dollar Island Ecosystem Restoration Project be Approved. The proposal is broken into two different items under two main tasks of environmental monitoring (Turrell, Hall & Associates) and project management (Humiston & Moore Engineers) for the period of September 1st through December 31, 2023 totaling $28,464.18. Yes: 5- Board Member Barto, Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder Mohamed provided his recommendations and discussed ways to manage going forward. Mohamed suggested to continue the dialogue with the County and environmental agencies. Mohamed and the Board discussed concerns and ways to work together moving forward. Chair Ryan mentioned it is important to understand objectives and cost-effective ways to move forward. Chair Ryan would like to communicate with the County. Mohamed and the Board summarized topics to discuss with the County. Chair Ryan commented frequent maintenance is a more cost-effective approach and easier to manage. Chair Ryan indicated that this project was designed as a nature based solution. ID 23-3185 2023 Annual Monitoring Update (M. Poff) Michael Poff was not present, a written report was provided and attached to the Agenda. Chair Ryan mentioned the report recommends the City and Hideaway Beach Tax District to continue with scheduled monitoring, no other actions recommended. Chair Ryan commented about reserved funding for City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final October 19, 2023 additional surveys. The Board would like this item placed on the next Agenda with Mr. Poff. ID 23-3184 Hideaway Financial Report and 2024 Budget (P. Fernstrum) Member Fernstrum provided a Financial Report Summary and highlighted the year-end expenditures, income, rent, budget, purchase order, statement of cash flow, and year-to-date cash flow. Chair Ryan mentioned there might be adjustments made due to the September purchase order activity. Also the open purchase order included the amount voted to reimburse the City, which totaled $47,528.00. Member Fernstrum and the Board discussed the reserve amount. Chair Ryan commented that the expected transfer of $921,400 was received from the County during last fiscal year. (7) NEW BUSINESS ID 23-3193 Approval of the Proposed 2024 Schedule of Hideaway Beach Tax District Board Meetings Chair Ryan summarized the 2024 Preliminary Schedule, proposed changes, and meetings to be scheduled on as needed basis. 2024 Meetings are scheduled at 1:30 P.M. 1/25/24 2/22/24 3/21/24 4/18/24 5/16/24 6/20/24 (on as need basis) 7/18/24 (on as need basis) 8/15/24 (on as need basis) 9/19/24 (on as need basis) 10/17/24 11/21/24 12/12/24 MOTION by Vice-Chair Delawder, seconded by Member Fernstrum that the 2024 Meeting Schedule with the proposed changes 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 (8) STAFF COMMUNICATIONS Justin Martin, P.E., Director of Public Works asked to clarify the costs listed in the Project Update from Humiston & Moore motions. Chair Ryan summarized the motion costs. Authorization for emergency expenditures when no quorum is available was confirmed as an Agenda topic by Justin Martin, P.E. Chair Ryan acknowledged she would be the main point of contact for the City and County. Justin also suggested the maintenance be an annual budget item. David Tolces, Attorney offered his assistance with the County. Chair Ryan discussed the idea of a list of available contractors for emergency situations. City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final October 19, 2023 (9) PUBLIC COMMENT None. (10) NEXT MEETING: CONFIRMATION & ATTENDANCE The Board reached consensus on Thursday, November 16th at 1:30 P.M. for its next Meeting. (11) PROPOSED AGENDA TOPICS FOR NEXT MEETING The following topics were raised for the next Meeting: 1. 2023 Annual Monitoring Update (M. Poff) 2. Authorization for emergency expenditures in the event a quorum is not present. (12) OTHER COMMITTEE COMMUNICATIONS None. (13) ADJOURNMENT There being no further business before the Board, Chair Ryan adjourned the Meeting at 2:42 P.M. City of Marco Island Florida Page 4