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10/13/2014 Minutes MINUTES OF MEETING CEDAR HAMMOCK By COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Cedar Hammock Community Development District was held on Monday, October 13, 2014 at 3:00 PM at Cedar Hammock Clubhouse, 8660 Cedar Hammock Boulevard,Naples,Florida. Present and constituting a quorum were: Frank J. Vaselewski Chairman Thomas Cook Vice Chairman Larry Minamyer Assistant Secretary Gary McClellan Assistant Secretary Robert Nocera Assistant Secretary Also present were: Cal Teague District Manager Sam Marshall District Engineer Justin Faircloth Severn Trent Services Jonathan Kuncl Banks Engineering Tim Lause Gulf Paving Residents The following is a summary of the discussions and actions taken at the October 13, 2014 Cedar Hammock Board of Supervisors meeting. FIRST ORDER OF BUSINESS Roll Call Mr.Teague called the meeting to order and called the roll. SECOND ORDER OF BUSINESS Approval of the Minutes of the April 28, 2014 Meeting • The Board made minor changes which will be incorporated into the amended minutes. On MOTION by Mr. Cook seconded by Mr. McClellan with all in favor, the minutes of the April 28, 2014 meeting were approved as amended. THIRD ORDER OF BUSINESS Audience Comments • Mr. Jim Duke addressed poor communication. He noted Wax Myrtle was not drivable and for 13 days he parked on Sawgrass. There is a need to be more transparent; he has October 13,2014 Cedar Hammock CDD never seen a budget or minutes and just saw on the agenda there is a website. He is unhappy with the work and feels the contractor did a terrible disservice to the Club. • Ms. Diane Strotbeck noted the project went on longer than expected and at the end of the day all of the equipment was parked around the circle which made getting their car out of the driveway difficult. • Mr.Brooke Lawrence addressed the following: o He has pictures from himself and other residents if the Board would like to see them. o The road was over-milled. o The manholes are bad and unacceptable. o There is a bird bath at the end of the cul-de-sac and today it was filled with asphalt which is an unacceptable repair. o He hopes they did not pay for patch work to fix the problems because it is still not right. The road is bumpy, uneven and unacceptable. There were soft spots which have been covered over and the comment was made that they would rather finish and get the job done and coming back to fix it is easier than doing it right now. o There was a lot of blacktop applied while it was raining. o There was misuse of private property,heavy equipment including rollers parked in the swales and on the sidewalks. o The boulevard has oil, debris, tire tracks and globs of tar and blacktop which is unacceptable. o They need the gate passes back. o Suggested they pay no money until the residents are satisfied and okay the project before they pay them. o The project lacked supervision. o All of the equipment was hauled out one day and when asked if they were finished they said we will be back. This left the cul-de-sac completely in lime rock, a day or two later another contractor came in [Burman] and did a fantastic job,did what they were told and laid blacktop;they did not check the grade and is why we still have a bird bath. They did the project in about three hours, in-and-out. o Cordgrass should have been done up to the main street line. 2 October 13,2014 Cedar Hammock CDD • Mr. Lawrence suggested they finance the repaving projects and do everything at one time rather doing it over a period of years. • Ms. Becky Jacobsen addressed the lack of supervision. Mr. Jacobsen and Mr. Read received numerous phone calls from residents regarding the project. She addressed communication noting a letter was sent to residents but they could have warned them the walls were going to shake whenever they milled or rolled the street. • A resident addressed the milling depth. He does not know whose decision it was to mill eight inches but it only needed to be surface milled and re-graded. o Mr.Teague noted it was a Pulvamix process that was used, as it provides a better sub-base. o Discussion continued on the milling and paving. • Ms. Strotbeck noted her driveway had to be torn up because the pipes under her driveway broke. She is sure digging down the eight inches shifted everything. • A resident noted the sprinklers have not gone on since the project. Her husband tried to turn them on and thinks the pipes may be broken. • A resident noted everything is working;the water is just not coming. • Mr. Teague noted they have the engineer take a look at it and if there is a problem it would fall on the contractor's liability as it was caused by the construction. • A resident noted they had beautiful roads before and a sealcoat would have been fine. • Mr. Marshall defined his role noting he is not managing the project but he does look for three things while the job is going on - structurally sound, aesthetically pleasing and the grading to be proper. • Mr.Marshall addressed the following: o When the road was inspected prior to the project it had cracks all the way through the asphalt and this was the reason for getting rid of the entire asphalt layer. o Outlined the Pulvamix process noting it is not a new process and should provide a superior strength road. o When the project started the goal was good accurate communication and a lot of communication. 3 October 13,2014 Cedar Hammock CDD o After inspecting 90%to 95% is structurally good. There are a couple of places he has questions about structurally - the Wax Myrtle cul-de-sac and the entrance to Wax Myrtle. These are also the two places where the aesthetics are not good. o Mr. Marshall met with Mr. Tim Lause, Gulf Paving, at the site today and he said at the entrance to Wax Myrtle there was extra asphalt they shaved off. It is not patch but Mr. Marshall does not know how long it will take for the appearance to blend in. o Mr. Marshall noted there is an area of drainage he is concerned about in the cul- de-sac. They have looked at the grading of the asphalt gutters and there is minimal fall in the gutters; it is not as much as he would like but there is fall there and ponding had not occurred on the original asphalt. The charge to the contractor is to grade it smooth,no dip and the water will shed. • Mr. Marshall noted what he likes to do is not dictate on the Board's behalf or his behalf how the contractor does his work. They know how to do their job and he does not think the Board should be responsible for telling a professional how to do their work. It has been his advice to the Board that they have the contractor deliver a job that meets the specifications set forth by the Board. He proposes they challenge Gulf Paving to deliver a product that is in compliance on day one and he is sure it will look better on day 90 as asphalt always does. • A resident asked who was responsible for barricading the drains off the roadway? o Mr. Marshall responded the contractor. o Discussion continued with the resident noting it was not done and the gravel washed into the drains. o Mr. Marshall noted they came out saw it was not done and spoke with the contractor about it. • Mr. Cook requested Mr. Marshall talk about the next couple of steps - what takes place next including getting the reflectors for the fire hydrants back in and so forth. o Mr. Marshall noted he would like to have Mr.Lause speak to what he proposes. • Mr.Lawrence noted Mr.Marshall is accepting a lot of items that meets his criteria. He is washing over the fact that aesthetically the road is terrible and totally unacceptable. Until it is at least as good as it was before he is not accepting it. 4 October 13,2014 Cedar Hammock CDD o Mr. Marshall noted the structurally the original road was in very poor shape; the asphalt was cracking and it was just a matter of time before they had more potholes and patches. He also noted the job has not been accepted yet. • A resident asked what the thickness was. o Mr.Marshall responded 1 '/z-inches of asphalt. • Mr. Tim Lause noted they cannot compare the road with the Naples Manor road as they had different problems. Cordgrass and Wax Myrtle had structural failures, the road was • moving and the manholes were exposed and rising. They built the road back up; the manholes are at an angle and slightly out of location to perfect center. In terms of the chatter in the road, he disagrees noting it was there before and worse; he investigated the road prior to the work and found the road failing. o Discussion followed on the thickness of the asphalt and Mr. Lause outlined the process used. • Mr. Lause addressed removing the excess material at the entrance to Wax Myrtle,noting it is not a patch. • Discussion continued on the paving project with Mr. Lause noting he could have provided better communication. • A resident inquired if the soft spot paved over is okay. o Mr. Lause responded the soft spot is fine; I could not find it today. o Discussion continued on the soft spot and the road construction. • Discussion returned to the manholes with it being noted asphalt shrinks as it cures so it is deliberately too high at the manholes. • Mr. Cook requested Mr.Lause talk about what comes next. o Mr. Lause responded the cleanup on the main drag is an embarrassment. We were out there on our hands and knees with scrapers and brushes and the stuff is just incredibly strong. It will wear. • A resident asked what is the liquid on the road that did not cleanup with the rains? The Master Board just had all the lines painted and they are turning yellow where the spot was; it is bleeding through the new paint. o Mr. Lause responded asphalt is a petroleum based product. I will look at it but I suspect the problem is it is mixing with another oil based component-the paint. 5 October 13,2014 Cedar Hammock CDD • Mr. Teague noted Mr. Marshall has not accepted the project and has given Gulf Paving a punch list to be addressed. • Ms. Strotbeck requested in the future when they have a road project to tell residents it could take up to three weeks to complete. • A resident addressed neither the engineer nor the Board managing the project - it is like they hired a contractor and the contractor does what the contractor thinks is right. It seems they should determine as a Board who is going to oversee a project in the future. Somebody has to oversee the project and say halt and how are we fixing that if there is a problem. • Mr. Vaselewski addressed the project and the lime rock under the road being a problem. He also noted they tried to pick a time when the least amount of residents were here. It was supposed to be earlier in August, it was delayed a bit and then they got the rain. Maybe in the future they will have to inconvenience people more and say do it in June. • Mr.McClellan noted the reason they chose August was because of the re-grassing project. • Mr.Nocera asked without the rain how long would the project have taken. o Mr. Lause responded two weeks;one week per street. • A resident inquired if it has been determined that all roads are failing structurally? o Mr.Marshall responded no,these were the two worst roads. • Discussion followed on doing all the roads at one time with it being noted the Board will have to discuss this. Discussion followed on doing all the roads at one time with it being noted the Board will have to discuss this. FOURTH ORDER OF BUSINESS Old Business A. Road Resurfacing Project Review • Mr. McClellan addressed the paving noting he was the Board's rep on the project. He noted he has various levels of dissatisfaction and discomfort with the whole thing. o Communication. o He does not feel they were well served by their management company and sometimes he does not feel they were well served by their engineering company. He is not happy with the contractor. 6 October 13,2014 Cedar Hammock CDD o Timing was significant. He thought it was clear they wanted to get this done before the season started again and the project being mid-August. o After the April 28th meeting he did not hear anything from Severn Trent or the engineers about what was going to happen. After July 4th he contacted Mr. Teague regarding the pre-construction meeting and was informed about the new projects assistant,Mr.Justin Faircloth. o The pre-construction meeting was held on July 24th. During the meeting which was the first time he met Mr.Faircloth and it became evident Mr. Faircloth had no clue what the scope of the project was. o Mr. McClellan further addressed things falling through the cracks such as the conduit for the cul-de-sac. o Mr.Marshall could not attend the pre-construction meeting and sent Mr.Jonathan Kuncl who did not know anything that was going on. o The project was not on Gulf Paving's schedule for mid-August. They came on August 25th to start the project and sent an email saying there is nobody at the back gate to let us in. They did not come to pickup the gate passes as they should have. o They dug up the roads and then said their supplier cannot supply them and they had to wait until the Tuesday after Labor Day. The roads were open for a week or more and it started raining. o Mr. McClellan noted he is not happy with the way this process went, it has been a learning experience and they have to review their decisions before with whatever schedules they have setup for the other roads. • Mr. McClellan noted Mr. Faircloth did a superb job, got in there and was working very hard, trying to keep on track and stay on top of it. Mr. McClellan appreciates the effort and time he put in. He also noted Mr. Kunci was here a lot and he is sure Mr. Marshall was. • Mr. McClellan noted they need to look at how this project was handled and what the issues were. • Mr. Minamyer noted what he is most disappointed in with this project is how he found out there were issues;a resident sent him an email and that is not acceptable. It is not the 7 October 13,2014 Cedar Hammock CDD way it should have happened. If there were issues that needed attention they need to know that ahead of time and they did not. • Mr. Teague addressed the project noting he, Mr. Marshall and Mr. Lause started talking about this in June and Gulf Paving wanted to do the project in June. With the pre- construction meeting we always said the meting would be mid-July and we followed that schedule all the way through and we were to work a liaison from the Board for communication and everything else and that is what we did. We were not hired to manage this on a day-to-day continuous ongoing basis;that is just not the way it is setup. I have been with community along time and I try to stretch every dollar out I can so you get a lot of things at no cost. Mr.Faircloth's time is usually billed but we did not here. o Mr. McClellan noted he never expected they would be here eight or 12 hours a day overseeing and nitpicking. He agrees when you hire a contractor you expect them to perform but there still does need to be some type of oversight. Again, I think this is part of the communications issue. o Mr. Vaselewski noted one of the biggest problems with their projects is the Board cannot communicate. • Mr. Vaselewski noted at the pre-construction meeting the people with knowledge should have been there. • Discussion followed on Mr. Read and the Master Association catching the heat because residents do not differentiate or necessarily know there are two different Boards'. • Mr. McClellan noted they need to find a way to make the oversight better in future projects. • The conduit for the cul-de-sac was addressed with it being noted Mr.Marshall had said it would be more cost effective, if necessary,to do drill boring. • Mr. Marshall and Mr. Faircloth will get with the contractor to identify unacceptable portions of the project and have them corrected. • Discussion continued on a special meeting with it being decided to continue this meeting to October 27,2014 at 3:00 p.m.at this location. B. Update on Water Use Permit Modification • Mr. Teague updated the progress in amending the WUP and provided a memorandum from Cardio Entrex addressing the following: 8 October 13,2014 Cedar Hammock CDD o A new SFWMD reviewer has been assigned to the Cedar Hammock application and they are requesting resubmittal of various models. C. Utility Ownership Update • Mr. Marshall updated the Board on the need for county acceptance of utilities in the condo areas. He noted the county is maintaining the system so until it is an issue. • The Board authorized obtaining a utility easement from the condo associations granted to the county. • Mr. Marshall will provide an explanation letter for the easements. FIFTH ORDER OF BUSINESS New Business A. Consideration of Website Development • Mr.Teague reported the website is almost completed. • The Board discussed having Cedar Hammock CDD email addresses rather than using personal email accounts. • Mr. Faircloth noted email addresses could be available by the end of the week. B. Discussion of Security Camera Upgrade • Mr.Teague noted they have two proposals for the security cameras. • Mr. Faircloth reviewed the proposals for upgrades of the security cameras at both the front and rear gates. • Discussion followed on the proposals with it being noted if they want to view the video remotely they will need to have internet access. • Mr.Cook noted they should focus on the back gate as a first step. Discussion followed. • It was noted they need better signage for the back gate. • Discussion continued on the system for the back gate. On MOTION by Mr. Cook seconded by Mr. McClellan with all in favor, to purchase rear gate cameras and associated equipment [internet and monitor]from Gamma Tech was approved. • Mr. McClellan addressed a vacancy since Mr. Vaselewski commented previously he is not running for reelection. 9 October 13,2014 Cedar Hammock CDD o Mr. McClellan noted he has a resume from a resident who had an interest in the position. o No one filed so the Board agreed to solicit letters of interest from residents wishing to fill the vacancy. o STS to prepare a notice requesting letters of interest and ask the Club place it on the website and send an e-blast on the vacancy. SIXTH ORDER OF BUSINESS Manager's Report A. Financial Report for August,2014 • The Board requested the September financials for the continuation meeting on October 27th. • Mr.Teague reviewed the financials noting all assessments but one were collected. • Mr.Teague provided a copy of the adopted FY 2015 budget to the Board. B. Report on the Number of Registered Voters-444 • Mr.Teague reported there are 444 registered voters in the District. SEVENTH ORDER OF BUSINESS Attorney's Report There being none,the next item followed. EIGHTH ORDER OF BUSINESS Engineer's Report • Mr. Marshall noted he appreciates the Board's comments on the paving project and the spirit in which they were offered. He will take them to heart. • Mr. McClellan noted he appreciates Mr. Marshall's input. He thanked Mr. Kuncl for his work. NINTH ORDER OF BUSINESS Supervisor Requests • Mr. Nocera addressed the residents wanting to be involved with the road paving project and noted they need to be informed of the continuation meeting on the road paving project. • Mr. McClellan addressed the resident's belief that the CDD is secretive. He thinks advertising the fact that they have a new website will help. 10 October 13,2014 Cedar Hammock CDD • Mr. Teague asked if for the next project the Board would like a flyer sent to the residents letting them know when to attend a meeting to provide input and ask questions. • Discussion continued on communicating with residents. • Mr. Marshall to prepare a list of items to be addressed so it can be included in email communication with the affected residents. TENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. McClellan seconded by Mr. Cook, with all in favor,the meeting was continued to October 27,2014 3:00 p.m. Len-0.6 04:477C... Cal Teague Tom Cook Secretary Vice Chairman 11