Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Thursday, November 16, 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 November 16, 2023 (1) CALL TO ORDER Chair Ryan called the Meeting to order at 1:30 P.M. (2) ROLL CALL Present: 3- Board Member Fernstrum, Chair Ryan and Board Member Zinkan Not Present: 1- Vice-Chair Delawder Absent: 1- Board Member Barto Also Present: Mohamed Dabees, Vice President & Senior Coastal Modeler, Humiston & Moore Engineers Michael Poff, Coastal Engineering Consultants, Inc. David Tolces, Attorney, Weiss, Serta, Helfman, Cole & Bierman, P.L. (participated via telephone) City Staff: Justin Martin, P.E., Director of Public Works Tara Kosieracki, Administartive/Project Coordinator (3) PLEDGE OF ALLEGIANCE Led by Chair Ryan. (4) APPROVAL OF THE AGENDA MOTION by Member Fernstrum, seconded by Member Zinkan, that the Agenda be Approved. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 3- Board Member Fernstrum, Chair Ryan and Board Member Zinkan Not Present: 1- Vice-Chair Delawder (5) APPROVAL OF THE MINUTES ID 23-3243 Approval of the Hideaway Beach Tax District Board Meeting Minutes of October 19, 2023 MOTION by Member Zinkan, seconded by Member Fernstrum that the Hideawy Beach Tax District Meeting Minutes of October 19, 2023 be Approved. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 3- Board Member Fernstrum, Chair Ryan and Board Member Zinkan Not Present: 1- Vice-Chair Delawder (6) OLD BUSINESS ID 23-3292 Project Update Presentation from Humiston & Moore (M. Dabees) Mohamed Dabees from Humiston & Moore Engineers provided an update presentation. Mohamed Dabees provided current photographs on the Tigertail Lagoon/Sand Dollar Island Ecosystem Restoration. He summarized the current conditions for the north end of the system, Hideaway Beach, lagoon entrance, City of Marco Island Florida Page 1 Hideaway Beach Tax District Board Meeting Minutes - Final November 16, 2023 sand trap, and Sand Dollar Island Berm areas. Mohamed's overview included the project design concept, initial construction, maintenance program, and future project discussion. He discussed the maintenance options for the future. Going forward the options are: 1. Let nature take its course. 2. Regular maintenance schedule; annual or bi-annual maintenance. The operational maintenance plan would consist of permit compliance items, strengthening the berm as needed with added sand placed by mechanical equipment, and emergency breach closure. The maintenance timing and available budget are important considerations. Except for emergencies, the plan is to perform maintenance outside of nesting season. ID 23-3251 Project Update from Humiston & Moore Engineers (M. Dabees) Mohamed Dabees discussed his proposal for a Request for Qualification (RFQ). This scope of work is prepared in support of preparation of RFQ by the City of Marco Island, Hideaway Beach Tax District for beach maintenance and related activities. The intent of the RFQ is obtaining proposals from interested and qualified vendors and awarding one or more qualified vendors three years contracts with two (2) one (1) year renewal options. The qualified vendor, at a minimum, must demonstrate the ability to meet the requirements of the specification of work stated. Mohamed recommended to build a library to have the pre-qualified companies available to avoid a waiting period. Justin Martin mentioned an advantage to this process is the vendors are pre-qualified, then the Board would only need the quotes provided. Steve Koziar- Hideaway Beach Resident Steve raised his concerns over the terminology (Sand Dollar Island versus Sand Dollar Spit) and the maintenance responsibility for the area (Hideaway Beach or County). Justin Martin, P.E., Director of Public Works indicated the correct name is Sand Dollar Spit. Chair Ryan commented that the Hideaway Beach Tax District is the permit holder. Member Fernstrum and Chair Ryan added there needs to be dialogue with the County regarding the maintenance. Mohamed commented that the maintenance of the spit is in the public interest. David Tolces mentioned the boundaries of the Hideaway Beach Tax District were established in City Ordinance 04-05. MOTION by Member Zinkan, seconded by Member Fernstrum, that the Request for Quotation to create a library of contractors at City level for maintenance work be Approved. Yes: 3- Board Member Fernstrum, Chair Ryan and Board Member Zinkan Not Present: 1- Vice-Chair Delawder Motion by Member Zinkan, seconded by Member Fernstrum, that pricing be requested from the pre-approved County contractors for 2024 maintenance work be Approved. Yes: 3- Board Member Fernstrum, Chair Ryan and Board Member Zinkan Not Present: 1- Vice-Chair Delawder ID 23-3245 2023 Annual Monitoring Update (M. Poff) Michael Poff of Coastal Engineering Consultants outlined the Hideaway Beach Annual Monitoring Report Summary. Michael Poff commented the elevation of the berm was increased. Michael addressed the hotspot area and mentioned the system is working. He does not have any management recommendations at this time. Michael mentioned that he will bring the 2024 Annual Monitoring proposal to a subsequent City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final November 16, 2023 meeting. Member Zinkan and Michael Poff discussed the Collier Creek and Federal permitting status. Chair Ryan commented on Sand Dollar Spit, sand disposal, permitting process, and the turtle nesting season. ID 23-3244 Hideaway Monthly Financial Report (P. Fernstrum) Member Fernstrum provided a Financial Report Summary and highlighted available cash, cash on hand, and beach raking. Member Fernstrum mentioned paid ad valorem taxes will be reflected on December's report. Member Fernstrum provided last year's totals for comparison. Member Fernstrum discussed revenues and expenditures. Chair Ryan asked the City Finance Director to add the Hideaway Beach tractor lease revenue to the revenue budget rental line on the revenue and expense report. Chair Ryan also mentioned the proposal of $28,464.18 (Turrell, Hall & Associates & Humiston & Moore Engineers) and the $47,528 reimbursement to the City of Marco Island were not included in October's Financial Report. Chair Ryan also asked the Finance Department for a list of invoices paid in the future financial packages. Chair Ryan also commented on FY23 purchase orders. (7) NEW BUSINESS ID 23-3246 Authorization for Emergency Expenditures in the Event a Quorum is Not Present. Chair Ryan asked the Board to discuss an emergency expenditure plan in the event a meeting cannot be held due to lack of quorum, such as occurred this past September. The Board discussed the amount of authorization for emergency expenditures. Justin Martin, P.E., Director of Public Works, provided the authority amounts for the City Manager and City Council. Chair Ryan also discussed the future scheduled September Meeting, availability, and quorum. David Tolces and the Board discussed the idea of an emergency declaration policy in the event a quorum is not present during an emergency. Motion by Member Zinkan, seconded by Vice-Chair Delawder, requesting David Tolces draft an emergency declaration policy so that, in the event of a lack of quorum during an emergency, the Chair will have the authority to authorize expenditures. Yes: 4- Board Member Fernstrum, Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (Note: Vice-Chair Delawder arrived at 2:29 P.M.) (8) STAFF COMMUNICATIONS Justin Martin, P.E. Director of Public Works, mentioned Exhibit A of Ordinance 04-05 includes a legal description but does not includes a graphical description. (9) PUBLIC COMMENT None. (10) NEXT MEETING: CONFIRMATION & ATTENDANCE The Board reached consensus on Thursday, December 14th at 1:30 P.M. for its next Meeting. (11) PROPOSED AGENDA TOPICS FOR NEXT MEETING 1. September Meeting Date (9/19/23) and Emergency Declaration Policy City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final November 16, 2023 2. Hideaway Tilling 3. County Vendor Quotes 4. County Meeting Results (12) OTHER COMMITTEE COMMUNICATIONS Chair Ryan met with the City Manager and Assistant City Manager to discuss the overall maintenance strategy for the lagoon and Sand Dollar spit. The City Manager and Assistant City Manager are supportive of the Board's Meeting with the County scheduled at the end of the month. (13) ADJOURNMENT There being no further business before the Board, Chair Ryan adjourned the Meeting at 2:42 P.M. _____________________________ Tara Kosieracki Administrative/Project Coordinator Public Works Department City of Marco Island Florida Page 4