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04/20/2015 Minutes MINUTES OF MEETING !�-1 __----' HERITAGE GREENS 6y COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Heritage Greens Community Development District was held on Monday, April 20, 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 Jim Marshall Vice Chairman Marsha Coghlan Assistant Secretary Ronald Parrott Assistant Secretary Henry Michaelson Assistant Secretary Also present were: Justin Faircloth Assistant District Manager Residents The following is a summary of the minutes and actions taken at the April 20, 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 questions or comments, On MOTION by Mr. Michaelson seconded by Mr. Parrott with all in favor the agenda was approved. THIRD ORDER OF BUSINESS Approval of the Minutes of the March 16, 2015 Meeting Mr. Coombs stated each Board member received a copy of the minutes of the March 16, 2015 meeting and requested any corrections,additions or deletions. Minor corrections were made to the minutes and will be incorporated. On MOTION by Mr. Michaelson seconded by Ms. Coghlan with all in favor the minutes of the March 16, 2015 meeting were approved as amended. 1 April 20,2015 Heritage Greens C.D.D. FOURTH ORDER OF BUSINESS Audience Comments There not being any,the next item followed. FIFTH ORDER OF BUSINESS Old Business A. Resident Data Base Update o Mr. Faircloth noted the Board requested an updated call box form at the front gate where all current owners and renters would be listed. o With the system currently in place, there are no checks and balances of renters coming and going. o An updated call box form prepared by staff was distributed. Mr. Faircloth explained the process for using the form. o Kent Security maintains the list, but they never receive updates from residents. o Mr. Faircloth suggested sending a letter to all current owners, who would need to return the form with updated information. o The CDD would keep the call box current and would allow only one number per parcel entered into the data base. On MOTION by Mr. Coombs seconded by Mr. Parrott with all in favor use of the updated call box form and its corresponding procedures were approved. B. Guardhouse Cleaning o In light of the possibility of the HGCA ending their agreement with the CDD, of which they notified us last Friday, staff contacted the previous three vendors who were contacted in December,2014. They all agreed to honor the proposals they had submitted. o The Board discussed the proposals and how often they wanted the guardhouse to be cleaned. On MOTION by Ms. Coghlan seconded by Mr.Parrott with all in favor the proposal submitted by Crystal Clean to clean the guardhouse once per week was approved. C. School Wall Repair o At the last Board meeting, staff was asked for options to repair both sides of the wall area behind Laurel Oaks Elementary School. 2 April 20,2015 Heritage Greens C.D.D. o Quotes were received from several vendors to pressure wash the wall, seal the cracks, minor patching and paint the wall. o The Board had requested the two lowest quotes. Ryan Hammond and Fenton Davis Painting submitted the lowest quotes. o The Board discussed the possibility of a hedge to replace the wall. o Staff was requested to get proposals to have the wall removed. o The HGCA was informed of the above. As of now, they are not willing to do a joint project for this. o Mr. Coombs noted this issue needs to be resolved, but not immediately, and asked for time to investigate. It will be on the next agenda. D. Tree Trimming and Sidewalk Cleaning Agreement with the HGCA o The Board discussed the draft letter Mr. Coombs prepared to be sent to the HGCA about the possibility of working out a mutual agreement to address the issue of tree trimming and sidewalk cleaning. o A discussion ensued on cleaning the sidewalks versus cleaning the driveways. On MOTION by Mr. Michaelson seconded by Mr. Parrott with Mr. Michaelson, Mr. Parrott and Ms. Coghlan voting aye and Mr. Coombs and Mr. Marshal voting nay, the Board approved doing nothing about sidewalk cleaning and not bringing this topic up for one year. o Mr. Marshall noted in regards to tree trimming, all of the associations are responsible for landscaping from the pavement area to the property line. They are responsible for trimming trees because it is landscaping. They are not the responsibility of the CDD. Landscape maintenance of the trees are the responsibility of the property owner or the property associations. o FPL could come and clear around the light bulbs. FPL will be notified to trim the trees around their lights. The addresses of where the lights are located will be provided by Mr. Parrott. o Staff will inform HGCA that FPL will be notified about the trees. 3 April 20,2015 Heritage Greens C.D.D. SIXTH ORDER OF BUSINESS New Business A. Heritage Greens CDD/Hcritage Greens Community Association Agreement o The Board discussed responsibilities for security in the District. B. Leaf Pickup Considerations o Staff was requested to obtain proposals for street cleaning and leaf pick up. o Proposals were received. o Mr. Marshall noted the cost for a three man crew to sweep the streets was exorbitant. He felt the residents themselves should pick up the leaves. o The Board suggested the HOA post a reminder on Channel 195 to the residents to pick up their own leaves. C. Proposal for Sweeping the Roadways This item was discussed above. SEVENTH ORDER OF BUSINESS Manager's Report A. Watch Reports o The Watch Reports were reviewed. o Mr. Coombs reminded everyone if there are violations,call the police and report it. B. Follow Up Items—Parking Violations o The Board was updated on the status of trimming the trees on Crestview Way. o The CDD trimmed its tree and two others in this location for a cost of$450. o Mr. Marshall noted at the last meeting the Board voted to stop locking and unlocking the guardhouse. He felt it important to have the guard in the guardhouse at 10:00 p.m. o He discovered the Community Association had been given the authority of regulating parking and traffic on the roads within the community. He proposed the CDD turn over sheriff controls to the Master Association. o Most break-ins and illegal entries occur between 2:00 a.m.and 3:00 a.m. o The Chairman will provide the average number of cars that go through the gates between 2:00 a.m. and 3:00 a.m. for the next meeting. 4 April 20,2015 Heritage Greens C.D.D. On MOTION by Mr. Michaelson seconded by Ms. Coghlan with Mr. Michaelson, Ms. Coghlan, Mr. Marshall and Mr. Parrott voting aye and Mr. Coombs voting nay, the Board approved contacting the Master Association to see if they would begin overseeing parking violations. o Mr.Faircloth noted effective today the guard will come between 8:00 p.m. until 4:00 a.m. and the gate will go down at 8:15 p.m. and go up at 5:00 a.m. o Mr. Marshall commented on the delivery of a package to a resident at 11:00 p.m. She was upset because of the late hour and banging on her door. o Mr. Marshall drafted a proposed post order and he submitted it for Board approval. He read the proposed post order. On MOTION by Mr. Marshall seconded by Mr. Coombs with Mr. Marshall, Mr. Coombs and Mr. Parrott voting aye and Mr. Michaelson and Ms. Coghlan voting nay, the Board adopted the new post orders for deliveries as drafted by Mr.Marshall. C. Discussion on Fiscal Year 2016 Budget o Mr.Faircloth reviewed the Fiscal Year 2016 proposed budget. o A key date is June 15t'',2015 when the Board has to adopt a tentative budget. o Assessments cannot be increased after that date. It can be decrease,but not increase. o The public hearing date to adopt the budget is August 17,2015. D. Financial Statements There being no questions or comments, On MOTION by Mr. Coombs seconded by Ms. Coghlan with all in favor the financial statements for the period ending March 31,2015 were accepted. EIGHTH ORDER OF BUSINESS Attorney's Report There being no report,the next item followed. NINTH ORDER OF BUSINESS Engineer's Report o There was no Engineer's Report,however, Mr. Marshall asked for an update on the letter sent to the Collier County Board of Commissioners regarding the CDD's request for help getting additional speed tables. 5 April 20,2015 Heritage Greens C.D.D. o Mr. Faircloth noted their response was they do not vote on resolutions and they recommended the District contact the County Manager, who referred the CDD back to their Maintenance Transportation Manual. o Staff will follow up with County Staff as advised by the County Manager. TENTH ORDER OF BUSINESS Supervisors' Requests and/or Comments o Ms. Coghlan noted PJM Landscaping will be trimming and shaping the bougainvillea on the southeast end of the property. o Mr. Parrott announced he is resigning from the Board of Supervisors and read his letter of resignation effective April21,2015. On MOTION by Mr. Michaelson seconded by Mr. Marshall with all in favor Mr. Parrott's letter of resignation effective April 21,2015 was approved. o Mr. Coombs thanked Mr.Parrott for all his work and his contributions to the District. ELEVENTH ORDER OF BUSINESS Audience Comments o Ms. Ellen Chadwell made a formal records request for any closed door sessions regarding the litigation, which may have been pending against the CDD regarding the assault that took place in the Clubhouse. If there was a closed door session involved she would like a copy of the notice and a copy of the transcript of that meeting. o Mr. John Shelton wanted clarification of the wall's location discussed earlier in the meeting. TWELFTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Coombs seconded by Mr. Parrott with all in favor the meeting was adjourned at 7:23 P.m. 10 , . it 44 - Calvin Teague 410 o• I s Secretary Chairman 6