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02/16/2015 Minutes / 0 MU/ FT@ MINUTES OF MEETING B y C./r l� HERITAGE GREENS COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Heritage Greens Community Development District was held on Monday, February 16, 2015 at 6:00 p.m. at the Heritage Greens Community Center,2215 Heritage Greens Drive,Naples,Florida. Present and constituting a quorum were: George Coombs Chairman Marsha Coghlan Assistant Secretary Jim Marshall Assistant Secretary Ronald Parrott Assistant Secretary Also present were: Calvin Teague District Manager Residents The following is a summary of the minutes and actions taken at the February 16, 2015 Heritage Greens CDD Board of Supervisors meeting. FIRST ORDER OF BUSINESS Roll Call Mr. Coombs called the meeting to order and called the roll. SECOND ORDER OF BUSINESS Approval of Agenda There being no comments,the next item followed. THIRD ORDER OF BUSINESS Organizational Matters A. Declaring Vacant Seat o Mr. Teague noted the first item of business is declaring the vacant seat for Seat 4. The candidate who won the General Election for Seat 4, Barbara Pitts, sent a letter of resignation via email. o After discussing with Mr. Greg Urbancic, District Attorney, he advised the Board declare the seat vacant and then Seat 4 can be filled. The term of office expires in November 2018. On MOTION by Mr. Coombs seconded by Mr. Parrott with all in favor Seat 4 was declared vacant. February 16,2015 Heritage Greens C.D.D. B. Filling Vacancy on the Board o Information was posted on the website for those interested in filling the vacant seat. The deadline for submitting letters of interest was February 9, 2015 for consideration at today's meeting. o Letters were received from Mr. John Shelton, Mr. Henry Michaelson and Ms. Dorothy Thompson. The Board selected Mr. Henry Michaelson to fill the vacant seat. o Mr. Coombs distributed copies of the results he found on the Collier County Board of Elections web site from the November elections. On MOTION by Mr. Marshall seconded by Ms. Coghlan with all in favor the Board appointed Mr. Henry Michaelson to fill the vacant seat, Seat 4, for the remainder of the term which expires in November of 2018. o Mr. Teague administered the Oath of Office to Mr. Michaelson, who will submit his paperwork with a$10 check for the commission fee to the Division of Elections. C. Consideration of Resolution 2015-03 Election of Officers On MOTION by Mr. Parrott seconded by Ms. Coghlan with all in favor Mr. Coombs was nominated and designated as Chairman. On MOTION by Mr. Michaelson seconded by Ms. Coghlan with all in favor Mr. Marshall was nominated and designated as Vice Chairman. On MOTION by Mr. Marshall seconded by Ms. Coghlan with all in favor Resolution 2015-03 designating Mr. George Coombs as Chairman, Mr. James Marshall as Vice Chairman, Mr. Calvin Teague as Secretary, Mr. Robert Koncar as Treasurer,Mr. Stephen Bloom as Vice Treasurer, Mr. Ronald Parrott as Assistant Secretary, Ms. Marshal Coghlan as Assistant Secretary and Mr. Henry Michaelson as Assistant Secretary, was adopted. 2 February 16,2015 Heritage Greens C.D.D. FOURTH ORDER OF BUSINESS Approval of the Minutes of the January 19,2015 Meeting Mr. Teague stated each Board member received a copy of the minutes of the January 19, 2015 meeting and requested any corrections, additions or deletions. There not being any, On MOTION by Mr. Coombs seconded by Mr. Marshall with all in favor the minutes of the January 19, 2015 meeting were approved. FIFTH ORDER OF BUSINESS Audience Comments There not being any,the next item followed. SIXTH ORDER OF BUSINESS Old Business A. Resident Data Base Update o A copy of residential listings with addresses and names obtained from the HOA were included in the agenda package. o Mr. Parrott is working on reviewing the list to ensure it is current with the help of county records among other data. o He expects to have the list complete by the next Board meeting. o Mr. Michaelson will be sent the list as well. SEVENTH ORDER OF BUSINESS New Business A. Resolution 2015-04 requesting the County Commission to Grant a Permit for a Speed Hump o Resolution 2015-04 deals with the Board's request to have County Commissioners give priority and direct staff to process the request for additional speed tables on Crestview Way. On MOTION by Mr. Marshall seconded by Mr. Coombs with all in favor Resolution 2015-04 requesting support from the Collier County Board of Commissioners to add additional speed tables on Crestview Way, was adopted. o The adopted and signed resolution will be forwarded to Collier County Board of Commissioners. 3 February 16,2015 Heritage Greens C.D.D. B. CDD/HOA Guardhouse Cleaning/Clubhouse Lockup Agreement o Mr. Marshall noted the guards are hired to provide security. If they are not on-site they cannot do that. o It causes problems for the residents who do not have a guard to assist them in getting in if their clicker does not work, they don't have a clicker or they are coming to visit someone. They maybe on the list of approved visitors,but they have to wait until the guard returns. o He felt we are compromising the purpose of the guard to save the District a few dollars. o The District and the HGCA have an agreement that the District guard locks up the clubhouse and the HGCA cleans the guardhouse. o The CDD should assume the responsibility of the cleaning and keep the guard in his facility during that time. o If the Master Association wants to cancel the janitorial service, he understands, but he suggests keeping the guard in the guardhouse except at the 2:30 a.m. hour. o The guards in the CDD charter are not to provide security to the development. They cannot do anything except call 911. Our guards are not security agents. They control entry into the facility. Mr. Marshall MOVED to have the CDD no longer lock up the Clubhouse facilities, but are willing to unlock them at 2:30 p.m. and Mr. Coombs seconded the Motion. o The Board continued discussing the above issue. o Ms. Coghlan felt the CDD should not be involved with any part of locking or unlocking the clubhouse. It is the Master's Clubhouse. o The Board voiced concern over potential liability by agreeing to open or close the facility. On VOICE vote with all in favor the prior motion was amended to include the CDD will no longer lock or unlock the Clubhouse facilities effective March 16, 2015. o The HGCA will be notified by letter of this action effective on March 16, 2015. The reason being the Board decided not to lock or unlock the Clubhouse facilities because it takes away from the guard's primary responsibility of controlling entry into the community and there are liability concerns. 4 February 16,2015 Heritage Greens C.D.D. C. Immokalee Road Lighting Project o Mr. Marshall noted he was going to obtain estimates to apply power to the new lights. Instead he decided he can run an extension cord to power the lights. o This will give the Board an opportunity to see what the affect is. o It is not a permanent solution,but gives an opportunity to see the affect. o When it is ready, Mr. Marshall will set up a demonstration and notify Mr. Teague who will then notify the rest of the Board. D. Proposals for Tree Trimming on Crestview Way o Mr.Teague noted two proposals were received for tree trimming on Crestview Way. o One proposal was received from Classic Lawns of Collier Inc. to trim three trees on Crestview Way. One of the trees is a CDD tree. The quote was in the amount of$450. The other proposal from ABC Tree Services was in the amount of$840. o Mr. Parrott noted they do not know who owns the other two trees. o The CDD owns about 140 trees. o The Master Association has $119,000 for beautification of the complex. Maybe the Master Association can cut all trees for all the associations and clean all the sidewalks with the money. Instead, they will spend money for awnings around the community. o Mr. Coombs felt cleaning the sidewalks without doing the driveways is a waste of money. o Between the last meeting and today, he walked every sidewalk. There is a not one slippery place anywhere on a sidewalk. In about 25% of the sidewalks where there are single-family homes, residents have embellished their driveways with high gloss paint and when slightly wet,they can be like a sheet of ice. o In many instances, some pavers are higher than the sidewalk which could be hazardous. o Mr. Parrott was about to make a motion to accept the proposal from Classic Lawns of Collier, Inc. to trim three trees in the amount of $450, when another Supervisor noted some trees considered for trimming were on golf course property. o Mr. Parrott will review bids and return next month with information. E. Trash Pickup in Roadways o Mr. Teague noted PJM is currently doing trash pickup each Friday. o The Supervisors noted the streets are looking better. 5 February 16,2015 Heritage Greens C.D.D. o Residents should make an effort to pick up after themselves. F. Sidewalk Power Washing This was discussed earlier. G. Cleaning of the Wall Behind Elementary School o Mr. Teague noted several bids were received. The lowest bids came from Copeland Southern Enterprises at $575; PJM's at $625 and Hein Brothers at $1,675. All bidders expressed concerns of the poor condition of the wall and probably should have repairs done prior to any power washing. o Mr. Teague will get an estimate for repairs. EIGHTH ORDER OF BUSINESS Manager's Report Mr. Teague addressed the following: A. Follow-Up Items ➢ A proposal for soffit lighting was received. Advanced Power, who has done work in the community before, sent in a proposal with three options. They recommended using LED lights and fixtures. Mr. Marshall will look into this further and report back. ➢ Greenspaces was awarded canal mowing work; however, they worked on the wrong side of the canal. At the time proposals were sent, Severn Trent Environmental submitted a bid to do the work at a cost of $1,825 for two mowings per year. On MOTION by Ms. Coghlan seconded by Mr. Parrott with all in favor Severn Trent Environmental performing canal mowing work at a cost of $1,825 twice per year was approved. ➢ Staff is still waiting on a response from the Fire Chief on the fire hydrant markings for ticketing. B. Special Detail Reports(Informational Only) o The Board discussed the Special Detail Reports and Parking Violations Report included in the agenda package. 6 February 16,2015 Heritage Greens C.D.D. C. Approval of Financial Statements o The District is 93%collected on the assessments. o The District exceeded the budget partially due to the Sheriff's contract. o Many expenses are incurred in the first quarter of the fiscal year. [On MOTION by Mr. Coombs seconded by Ms. Coghlan with all in favor the financial statements were accepted. D. Resolution 2015-05 Records Retention Policy o Mr. Teague discussed the requirement of a records retention management liaison officer. r On MOTION by Mr. Coombs seconded by Ms. Coghlan with all in favor Resolution 2015-05 designating a records management liaison officer adopting a records retention schedule, was adopted. NINTH ORDER OF BUSINESS Attorney's Report There being no report,the next item followed. TENTH ORDER OF BUSINESS Engineer's Report There being no report,the next item followed. ELEVENTH ORDER OF BUSINESS Supervisors' Requests and/or Comments o Mr. Parrott voiced displeasure in the trimming of the tree that obstructs the flashing light on Immokalee Road. o Mr. Parrott commented on the 51 street lights. He identified 17 trees obstructing street lights; six are CDD owned and 11 are resident owned. He will follow up and verify the number in the springtime when the foliage is thicker. Staff will get proposals for this. o Guard hours change back to Daylight Savings Time on March 1st, which makes the guard hours go back to the 8 hour shift. o Mr. Coombs suggested making this a standard procedure rather than passing a motion each fall and spring. On MOTION by Mr. Coombs seconded by Ms. Coghlan with all in favor guard hours will be extended to 9 hours per shift once Eastern Standard Time begins in November each year and back to 8 hours per shift once Daylight Savings Time begins in March each year,was adopted. February 16,2015 Heritage Greens C.D.D. o Mr. Marshall adjusted the sensitivity on the exit gate and now motorcycles can go through the gate without assistance. He noted a jeep had trouble making the correct adjustments to activate the gate. o Ms. Coghlan commented all the rocks have been cleaned by PJM. o Mr. Coombs commented the District has had massive rains with street flooding and new mulch ended up in some drains. The water reached the point where it was half way up some driveways. TWELFTH ORDER OF BUSINESS Audience Comments There not being any,the next item followed. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Ms. Coghlan seconded by Mr. Parrott with all in favor the meeting was adjourned at 7:19 p.m. Calvin Teague eo ge Cs mbs Secretary Chairman 8