The meeting was called to order by Chairman Dauray at 9:00 a.m. He requested that Ms. Mac'Kie lead the Pledge of Allegiance.

Transcription

1 South Florida Water Management District BIG CYPRESS BASIN BOARD MEETING MINUTES June 23, :00 AM Big Cypress Basin 2260 N. Horseshoe Drive Naples, FL Members Present: Charles J. Dauray, Chair Pam Mac'Kie John Sorey Noah Standridge Members Absent: Fred Thomas John Vaughn 1. Call to Order - Chair, Big Cypress Basin Board The meeting was called to order by Chairman Dauray at 9:00 a.m. He requested that Ms. Mac'Kie lead the Pledge of Allegiance. 2. Pledge of Allegiance Ms. Mac'Kie led the Pledge of Allegiance. 3. Approval of Minutes Mr. Sorey requested that a correction be made on the misspelled word on page 8, in paragraph 2. Motion made by John Sorey, seconded by Pam Mac'Kie to Approve the following item(s): 3 Vote called. Voting yes: John Sorey, Pam Mac'Kie, Charles J. Dauray, Noah Standridge. Motion passed. 4. Agenda Addendum 1

2 Mr. Tears reported that Agenda #17 was added to the agenda and will be discussed and vote made after Agenda #9. Ms. Mac'Kie questioned why such an important item was not included on the agenda. Mr. Tears explained that the decision was made to include it as a separate item after lockdown in the new agenda builder. Motion made by Pam Mac'Kie, seconded by John Sorey to Approve the following item(s): 4 Vote called. Voting yes: Pam Mac'Kie, John Sorey, Charles J. Dauray, Noah Standridge. Motion passed. 5. Abstentions by Board Members from Items on the Agenda No Abstentions by Board Members for June 23, 2010 Board Meeting. New Business/Workshop Regulatory and Public Affairs 6. BCBB A Resolution of Commendation of Aliese P. Priddy as Past Big Cypress Basin Board Member served from April 23, 2004 until March 1, (Clarence S. Tears, Jr., Director, Big Cypress Basin, Ext. 7601) Mr. Dauray read the Resolution No. BCBB (Note that the system assigned a different number than the recorded Resolution No. BCBB ) Ms. Priddy accepted the framed Resolution and praised Clarence Tears and the Big Cypress Basin staff for their excellent support in addressing agricultural interests, environmental issues and water supply related to future growth in the community. 7. BCBB A Resolution of Commendation of William C. Habig for his 20 years of service at Big Cypress Basin hired on April 16, 1990 and served until his retirement on June 30, (Clarence S. Tears, Jr., Director, Big Cypress Basin, Ext and Stephen Ladd, Director, Big Cypress Basin Field Station, Ext. 7811) Mr. Dauray read Resolution No. BCBB and presented it to Bill Habig. (Note that the system assigned a different number than the recorded Resolution No. BCBB ) Mr. Tears thanked Bill for his dedicated service to the Basin. He started with the agency as a dragline operator, but helped in every aspect of the O&M functions from carpentry, repairing structures, to operation of machineries. He will be greatly missed. Mr. Dauray added that there is great value in long-term employees, such as Bill, who are dedicated to hard work and share their intelligence with the agency. 8. Presentation of the City of Everglades City Water Management System Master Plan Draft (Jennifer L. Woodall, P.E., Vice President, Tetra Tech, Engineering and Architectural Services) 2

3 Jennifer L. Woodall, Vice President, TetraTech, Engineering and Architectural Services, provided a presentation on the City of Everglades City Water Management Master Plan. The plan is being developed with financial support from the Basin. It includes water facilities, wastewater facilities, the reclaimed water system, and stormwater master plan components. The goal is to develop a 20-Year Master Plan for the City and obtain funding to implement master plan recommendations through State and Federal grant programs. Ms. Woodall reported that the master plan is currently in "Draft" Form and is to be finalized in July. Mr. Sorey suggested that Everglades City follow what City of Naples did with their 20 year plan effort - they raised the rate structure to accommodate projects. Mr. Tears reported that Mayor Hamilton was not opposed to a new rate structure, but would also be looking at obtaining grants. Ms. Woodall said they could look into it. If recommended, she could do a simplified model. Mr. Sorey said he would be agreeable to partially fund a rate study, but suggested that Everglades City would need a "buy-in" by citizens up front. Ms. Mac'Kie agreed with John Sorey's suggestion. Mr. Dauray commented that due to the low elevation of Plantation, the City should include sea level rise issues in planning of the facilities. Mr. Tears also added that he would like to see the area move away from septic tanks as soon as possible. He also reminded the Board that Mr. Thomas volunteered to attend the meetings of the Southeast Florida Sea Level Rise Group. John Sorey requested that an Everglades City rate structure analysis and funding model study be prepared. Charles Dauray added that a sea level rise study be included in the motioned request. Motion made by John Sorey that an Everglades City rate structure analysis, a funding model study, and a sea level rise study be prepared. Pam Mac'Kie seconded the motion. Voting Yes: John Sorey, Pam Mac'Kie, Noah Standridge and Charles Dauray. Vote passed. 9. Open Discussion Big Cypress Basin's 10 Year Strategic Plan and Fiscal Year 2011 Budget. (Thomas Olliff, Assistant Executive Director, Ext. 2132; Deena Reppen, Deputy Executive Director, Regulatory and Public Affairs, Ext. 6232; Clarence S. Tears, Jr., Director, Big Cypress Basin, Ext and Mark Wiederstein, Finance Manager, Regulatory and Public Affairs, Ext. 2529) 3

4 Mr. Tears provided an update on the Big Cypress Basin's (BCB) Strategic Plan incorporating the changes suggested by the Board in the past meeting. The plan follows the same format as the District's Strategic Plan. Ms. Mac'Kie asked if the Sub-categories are in prioritized order. Mr. Tears indicated Yes. Mr. Dauray reminded the Board members that Mr. Thomas had asked that the bullets also note financials. Mr. Tears' presentation stressed the following specifics of strategic priorities: - Flood protection - Basin's primary canal's performance is dependent on the effectiveness of the secondary and tertiary drainage system, and we will need to work with the municipalities to enhance the overall stormwater management system. - Environmental Restoration - Need to recognize private property rights in restoring historic wetland functions. - Water Quality - Emphasis on improvement of the quality of estuarine waters through monitoring and supporting local government stormwater projects. - Water Supply - Provide incentives to local governments for developing alternative water supplies, and enhancing the Basin's water conservation education programs. 4

5 Success Indicators of the strategic plan were reported from the District's four resource areas: Operations & Maintenance (O&M); Everglades Restoration & Capital Projects (ERCP): Regulatory & Public Affairs (RPA) and Corporate Resources (CR). Reporting from the O&M resource area, Mr. Fred Remen stated that all projects in the annual work plan will be on schedule and are in 100% compliance with permit requirements of constructed BCB facilities. Mr. Ananta Nath reported on ERCP projects stating that 6.5 million cubic yards of organic material will be removed from Lake Trafford by 2011; construction of Golden Gate Weir #3 is on schedule and will be completed by the Fall of Mr. Tears reported that under RPA, the service center regulatory staff succeeded in processing 100% of Water Use and ERP applications consistent with adopted rules and criteria. BCB data gathering and models are in compliance with annual work plan schedule. He also reported that under Corporate Resources, less than 10% of budget is used for administration; 85% of BCB budget is spent and operates in compliance with standard methodology and greater than 90% of BCB employees are retained beyond introductory period. Board Comments and Budget Discussion: Ms. Mac'Kie commented that the overall concept is good, but next step is budget. We need an accountability for staff and she had a question concerning the 85% use of budget as a goal. Mr. Olliff explained that typically the agency has a 10% reserve and it also includes a carryover of multi-year projects to future years. Ms. Mac'Kie understood, but would be more comfortable with 90% of budget. Mr. Dauray commented that certain variables for full execution of budgeted funds can be beyond our control (such as floods, drought, etc.); while we try to apply funds for future projects, but have to apply to current needs also. This is always subject to changes, eg. delay of completion of Lake Trafford Dredging project. 5

6 Mr. Sorey commented that what's present so far is a great start and that this is a living document, but there are two areas with weaknesses: - Page 10 and throughout document: we need to develop customer service index, a timetable, and to manage customer expectations. - Page 12: Need a performance criteria for employees. Goal of 90% through introductory period of employee, either meet or exceed performance, some employees don't work out. Need to include an annual report card - list key things to convey to public that tax dollars are working effectively. (Annual performance plan and report card.) Mr. Olliff reported that the District instituted the Strategic Plan four years ago and added a Service Performance Matrix for the Performance Plan Program. Our plan is to try to produce quarterly reports. The report of each quarter indicates how projects are on track. It builds the reporting of the performance in the system. Mr. Dauray reported that there is a great improvement made in permitting - response time is extremely important with the exception of unusual cases. Mr. Standridge questioned, how does the business of the budgeted funds come back to the community. Are local firms utilitized? Mr. Tears reported that the appraisers and surveyors were local contractors. Ms. Mac'Kie stated that for the Picayune Strand project, the contractors are not local, it's a federal project and out of our control. It is disappointing that they are not using local contractors. Mr. Standridge asked, "how about the BCB funds? Do we have local preference? Also, are there engineering firms locally that work on BCB projects. Mr. Olliff reported that 20-25% are local contractors. He also mentioned that the District's Procurement Department utilizes a "Small Business Enterprise" Program and they follow the procedures. Mr. Standrige indicated that he's talked with local firms and they find it challenging to do work for the District. How can we officially include them on the contract list. Mr. Olliff will talk with Procurement to set up workshops for local firms to be added to the contract list. Mr. Tears indicated that we have had Small Business Enterprise workshops in Collier County. Ms. Mac'Kie mentioned that there is a problem with the Basin Board holding Clarence Tears accountable for O&M and ERCP projects. Mr. Olliff reported that Steve Ladd should be responsible for O&M issues. Ms. Mac'Kie questioned where the number came from for the Right-of-Way's 92% goal? Mr. Tears indicated that the number came from historical compliance data. Ms. Mac'Kie also questioned, is the capital plan truly 100%? Mr. Tears reported "yes". Ms. Mac'Kie asked, Should there be actual dates as goals? 6

7 Mr. Olliff reported that this is the high level plan. Mr. Dauray asked what are the rules and regulations associated with SBE (Small Business Enterprises)? Mr. Olliff briefly explained how the SBE program is executed under the guidelines of State and Federal rules. Ms. Mac'Kie questioned the amount of years for the BCB Strategic Plan, why was it changed? Is it 5 years or 10? Mr. Tears said, "it was recommended that the Basin go with a 5-Year Strategic Plan at this time". Mr. Olliff said that the Basin Board has an opportunity to decide where funds are to be placed. We need to integrate efforts that are out there, roll something up and make a sequence. Collier County, local governments and BCB need to get together to look for the funding to do projects in the Basin, eg. water quality in Naples Bay, etc. Need to work toward having a more integrated plan and look at a regional perspective on projects in the Basin. Mr. Olliff presented an overview of the general FY 2011 budget of the District. He explained the District's FY 2011 Tax Roll Estimates, the percent of change in the taxable value from prior year, the comparison of the District Ad Valorem in FY 2008 and FY 2011, the District's total tax levies for 12 years; the District's historical staffing levels for the last 12 years; the District's capital and operating funding; and the District's available reserves. Mr. Tears continued with a presentation on the highlights of the FY11 proposed Basin budget. He indicated that 100% of funds are spent in the Basin. Mr. Remen gave a highlight of the O&M projects in the Basin, the Basin's key activities, and future issues and challenges of the Basin. The US Army Corps of Engineers is on track and the contracted exotic/vegetation management contracts were overspent due to the overwhelming rains during the dry season. Ms. Mac'Kie asked what is the chain of command for Steve Ladd, is he dotted line to Clarence Tears, but reports to Fred Remen. Mr. Tears answered "yes". Mr. Nath gave an overview of the ERCP projects currently scheduled in the Basin, including Lake Trafford, Henderson Creek Diversion, Field Station design and permitting process. Under the Picayune Strand project (headed by the US Corps of Engineers), the Basin staff supports construction management and exotic control for construction at the Merritt Pump Station and Faka Union Pump Station. Ms. Mac'Kie questioned why is so much Basin money going toward Picayune Strand if it's a Federal project. She'd like to see a drilldown. 7

8 Mr. Olliff's response was that the agreement with COE still requires SFWMD support in many functions, such as monitoring, some construction management, review of design for the pump stations, and other segments of the project. Mr. Olliff also reported on cost cutting measures adopted by the District. One is reduction of contract services and retaining FTE for a project's term. Mr. Dauray said we are going to see slight increase in number of employees when transitioning to FTEs. Mr. Tears continued with the overview of the RPA and CR explaining that BCB falls under RPA and both BCB and RPA staff support the Basin's local government and capital projects. Mr. Standridge commented that on the tax bill for taxpayers of Collier County, there are two taxes, Basin and District. Where are the District dollars being spent? Ms. Mac'Kie was also concerned about the breakdown of the Collier tax dollars used at the District; what is the full dollar amount in the Basin and where was the 12% cut. Mr. Olliff reported that the cut is mainly with the local government projects; BCB has a very low overhead. Mr. Tears explained that the projected ad valorem budget figure is roughly $13,318,000 and after July 1st, the Basin will receive the final number. Public Comment: Mr. Dennis Vasey indicated that the "Taxpayer" is the real person and we, as taxpayers, can't tell what projects are in the making. We should only be talking about the Basin tax dollars. If there is a delay in a project, taxpayers need to know. He's not convinced that tax dollars are spent here in the Basin. He feels that every job that Headquarters is responsible for, should have the dollars broken down. 17. Budget Overview and Basin Board Discussion. Adoption of tentative millage rate for the Big Cypress Basin. (Clarence S. Tears, Jr., Director, Big Cypress Basin) Mr. Tears presented an overview of the preliminary FY 2011 budget and recommended consideration for approval of the current millage rate of.2265 mills to remain the same for the FY 2011 tentative millage rate. Motion made by Pam Mac'Kie, seconded by John Sorey to Approve the following item(s): 17 Vote called. Voting yes: Pam Mac'Kie, John Sorey, Charles J. Dauray, Noah Standridge. Motion passed. Standard Business 10. Public Comment Anyone wishing to discuss matters of interest which are not on the agenda should complete a speaker card and submit it to the Big Cypress Basin Representative prior to the start of Public Comment. Any material for Board consideration must be submitted to the Big Cypress Basin Administration Office at least 48 hours in advance of scheduled meeting. No Public Comments reported under General Public Comment agenda. 8

9 Staff Reports 11. Contract Account Report Ms. Mac'Kie requested a revised report with color coded status. 12. Financial Reports No oral report provided. 13. Hydrologic Report No oral report provided. 14. Staff Activity Report No oral report provided. 15. Board Comment Mr. Sorey's comments were as follows: - He asked about the status of the Off Road Vehicle (ORV) Park. - He would like to see the Basin go paperless with the Board Packages. - He wants to see Performance Review information in a report. Ms. Mac'Kie's comments are as follows: - She agreed to the paperless Board Packages. - She would like to hear more on burn rates and agrees to the idea of 3 future workshops. Mr. Standridge clarified that the Basin's purpose in the ORV issues is to serve the ATVers (All Terrain Vehicle Users). Mr. Dauray commented that we need to satisfy contractual conditions. Mr. Olliff reported from comments above: - Procurement will review the Small Business Enterprise program at a future Basin meeting. - Budget Department will review Reserve Policy at a future Basin meeting and will review the distribution of District funds from Collier County tax base. - There will be a comparison of Budgets FY2010 and FY2011. Adjournment 9

10 16. Adjourn The next Big Cypress Basin Board Meeting is scheduled for Friday, August 27, 2010 from 9:00 a.m. to 12:00 Noon at City of Naples, City Hall's Council Chamber, 735 Eighth St S, Naples, FL Please note that if a person decides to appeal any decision made by the Board with respect to any matter considered at the above cited meeting or hearing, it will be necessary to provide a record of the proceedings, and for such purpose, will need to ensure that a verbatim record of the proceedings is made by a certified court reporter. Persons with disabilities who need assistance may contact Kathleen M. Tetrault, (239) , at least forty-eight (48) hours before the meeting to make appropriate arrangements. Those persons desiring more information or those wishing to submit written or physical evidence may contact Kathleen M. Tetrault, Big Cypress Basin, 2660 Horseshoe Dr N, Naples, FL 34104, (239) Charman Dauray adjourned the meeting at 12:05 P.M. Charles Dauray, Big Cypress Basin Chairman Noah Standridge, Big Cypress Basin Secretary (Corporate Seal) 10