Hideaway Beach Tax District Board

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Thursday, December 14, 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 December 14, 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 Fernstrum participated via telephone.) 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 Zoom) City Staff: Justin Martin, P.E., Director of Public Works Zurima Luff, MS, PMP Tara Kosieracki, Administrative/Project Coordinator (3) PLEDGE OF ALLEGIANCE Led by Chair Ryan. SPECIAL MOTION MOTION by Member Zinkan, seconded by Vice-Chair Delawder, that Member Barto and Member Fernstrum be able to actively participate and vote on matters coming before the Board this day, December 14, 2023. MOTION CARRIED BY THE FOLLOWING VOTE Yes: 3- Chair Ryan, Board Member Zinkan and Vice-Chair Delawder (4) APPROVAL OF THE AGENDA MOTION by Vice-Chair Delawder, seconded by Member Zinkan, that the Agenda be Approved as presented. 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 23-3313 Approval of the Minutes of November 16, 2023. MOTION by Vice-Chair Delawder, seconded by Member Zinkan, that the Hideaway Beach Tax District Board Meeting Minutes of November 16, 2023 be Approved as presented. MOTION CARRIED BY THE FOLLOWING 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 December 14, 2023 ID 23-3325 Project Update from Coastal Engineering Consultants, Inc. (M. Poff) Michael Poff from Coastal Engineering presented the 2024 proposal which included a task for supplemental surveys in the event survey work is needed throughout the year. Michael Poff summarized the 2024 Monitoring Survey Scope of Work and asked for the Board's review and approval. MOTION by Vice-Chair Delawder, seconded by Member Zinkan that the 2024 Monitoring Survey Scope of Work presented from Coastal Engineering Consultants, Inc. (M. Poff) to assist the City of Marco Island and the Hideaway Beach Tax District Board in the amount of $61,970.00 be Approved. ID 23-3314 Project Update from Humiston & Moore Engineers (M. Dabees) Mohamed Dabees from Humiston and Moore provided an update and presentation of aerial photographs for Tigertail and Sand Dollar Island. The aerial photographs were taken at the end of November 2023. Mohamed Dabees provided a summary of the dynamics and mentioned the system is functioning as designed. Mohamed Dabees discussed the maintenance plans moving forward. The first option was to solicit quotes from County consultants. Mohamed Dabees summarized the responses that he received from County contractors. Mohamed Dabees would like to move forward with the Request for Quotation (RFQ) and select qualified vendors for an extended period of time. The RFQ was advertised in the Naples Daily News on December 10, 2023. The Board and Mohamed discussed the RFQ timeline. If optional maintenance is not an option, Mohamed Dabees commented they will focus on compliance items. Chair Ryan discussed the Meeting that occurred with the County on December 13, 2023. The County Manager, County Commissioner and others attended. The County Manager directed the District and City to document a management plan. Additionally, they need to work with Coastal Zone and Legal to evaluate a methodology for cost sharing within the management plan. They will continue to work with Coastal Zone and Legal, then move forward to the Coastal Advisory Committee, Tourist Development Council, and the Board of County Commissioners. Chair Ryan explained this is a legal and cost sharing agreement. Mohamed Dabees mentioned that the maintenance would be every two years, but indicated maintenance is also event driven. The Board and Mohamed Dabees discussed the desirability of vegetation on the berm and the potential timetable for permit modifications. Justin Martin, P.E. asked if the agreement for cost sharing would be in the form of inter-local agreement between the City and County. Chair Ryan mentioned the management plan needs to be written first, then they need to figure out the cost sharing element. Afterwards, Chair Ryan thinks the attorneys would draft the inter-local portion. Justin Martin, P.E. suggested that Humiston and Moore should be involved with the management plan. Justin Martin, P.E. and Mohamed Dabees discussed the timeline and cost-sharing details from the County Meeting. Steve Koziar - Hideaway Beach Resident Steve Koziar commented on County's responsibility of Sand Dollar Island. ID 23-3315 Emergency Procurement Procedures - D. Tolces Attorney David Tolces discussed the emergency procurement process. David Tolces left the amount blank for discussion. Member John Barto commented he would like clarity regarding district property, improvements, and boundaries. Chair Ryan suggested the latest referendum needs to be reviewed. The issue is protection against further loss or damage to district property. Member Zinkan commented that they are obligated to maintain City of Marco Island Florida Page 2 Hideaway Beach Tax District Board Meeting Minutes - Final December 14, 2023 improvements under their permits. Justin Martin, P.E. mentioned that anything over $50,000 requires City Council approval. Chair Ryan asked David Tolces to review District documents and provide a legal opinion addressing Member Barto's question. The Board will discuss this topic at the next Meeting. Justin Martin, P.E. suggested the word "agreement" be used consistently throughout the document. MOTION by Member Zinkan, seconded by Vice-Chair Delawder that Agenda item for Emergency Procurement Procedures be carried to the January 25, 2024 Meeting 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 ID 23-3318 Financial Report as of November 30, 2023 (P. Fernstrum) Member Fernstrum provided a Financial Report Summary and highlighted the available funds. He mentioned they have enough funds to pay the City loan back in December. The Board recommended the City loan should be paid off by the end of December. Chair Ryan summarized the open purchase orders. (7) NEW BUSINESS (8) STAFF COMMUNICATIONS Justin Martin, P.E., Director of Public Works introduced Zurima Luff, MS, PMP. ID 23-3326 Purchase Orders Justin Martin, P.E., Director of Public Works summarized the purchase order process. Justin Martin, P.E. discussed that the following was authorized last year, but have balances which need FY24 purchase orders to be opened. The FY23 purchase orders were closed. 1. Coastal Engineering Consultants, Inc - $8840 for October Surveys and Coordination. (This work was approved in prior fiscal year but requires a 2024 PO for remaining balance because the 2023 PO was closed out.) 2. Humiston and Moore - $3485 for Construction and Post Construction Environmental Services. (This work was approved in prior fiscal year but requires a 2024 PO for remaining balance because 2023 PO closed out.) 3. Humiston and Moore - $9761 for Annual Environmental Monitoring. (This work was approved in prior fiscal year but requires a 2024 PO for remaining balance because 2023 PO closed out.) 4. Weiss Serota Hellman - $8000 for legal services. Justin Martin, P.E. suggested to revisit new purchase order items every August. MOTION by Vice-Chair Delawder, seconded by Member Zinkan, that the FY24 purchase orders 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 BOARD COMMUNICATIONS (9) PUBLIC COMMENT City of Marco Island Florida Page 3 Hideaway Beach Tax District Board Meeting Minutes - Final December 14, 2023 None. (10) NEXT MEETING: CONFIRMATION & ATTENDANCE The Board reached consensus on Thursday, January 25th 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. Emergency Procurement Procedures 2. Management Plan - Mohamed Dabees (12) OTHER COMMITTEE COMMUNICATIONS ID 23-3316 Board Communications Chair Ryan discussed the following: 1. County Meeting - already discussed during "Project Update from Humiston & Moore Engineers (M. Dabees)" 2. Board Terms - Chair Ryan commented she has been contacted by the Hideaway Beach Board Chair and Dr. Carlos Portu. Dr. Carlos Portu will handle the nominations for the Board. The terms for Chair Ryan, Vice-Chair Delawder, and Member Barto are over at the end of March. The Hideaway Board will vote and submit the nominations to the Marco Island City Council for approval. David Tolces provided a summary of Resolution 20-09 and confirmed that all new board terms are three years. (13) ADJOURNMENT There being no further business before the Board, Chair Ryan adjourned the Meeting at 2:45 P.M. _________________________________ Tara Kosieracki Administrative/Project Coordinator Public Works Department City of Marco Island Florida Page 4