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10/01/2015 Minutes / i .1 MINUTES OF MEETING LT , Zo6 HERITAGE BAY BAIL COMMUNITY DEVELOPMENT DISTRICT By The regular meeting of the Board of Supervisors of the Heritage Bay Community Development District was held on Thursday, October 1,2015 at 9:00 a.m. in the Heritage Bay Clubhouse, 10154 Heritage Bay Boulevard,Naples,Florida. Present and constituting a quorum were: Edwin Hubbard Chairman Ronald Grant Vice Chairman(via telephone) John May Assistant Treasurer Dennis Gagne Assistant Secretary Richard Brodeur Assistant Secretary Also present were: Calvin Teague District Manager Greg Urbancic District Counsel Ralph Verrastro Bridging Solutions,LLC Residents The following is a summary of the actions taken at the October 1, 2015 Heritage Bay Board of Supervisors meeting. FIRST ORDER OF BUSINESS Roll Call Mr. Teague called the meeting to order and called the roll. On MOTION by Mr. May seconded by Mr. Brodeur with all in favor Mr. Grant was authorized to participate in the meeting via telephone. SECOND ORDER OF BUSINESS Public Comments on Agenda Items • A question on bond refunding was addressed. FIFTH ORDER OF BUSINESS Old Business A. Loan Update and Related Information October 1, 2015 Heritage Bay CDD • Mr. Teague reported the loan documents have been executed; and the bank is requesting a resolution authorizing the loan. • Mr. Doragh presented Resolution 2016-1, authorizing the loan, for ratification by the Board. On MOTION by Mr. May seconded by Mr. Gagne with all in favor Resolution 2016-1 accepting a proposal of CNLBANK to provide the District with a loan in order to finance certain capital improvements of the District; approving the form of a loan agreement; authorizing the issuance of a promissory note pursuant to such loan agreement in the aggregate principal amount of not to exceed $250,000.00 in order to evidence such loan; authorizing the repayment of such note from a covenant to budget and appropriate legally available non-ad valorem revenues; delegating certain authority to the Chairman, District Manager and other officers of the District for the authorization, execution and delivery of the loan agreement, promissory note and various other documents with respect thereto; and providing for an effective date was adopted. THIRD ORDER OF BUSINESS Approval of the Minutes of the August 6,2015 Meeting Mr. Teague stated each Board member received a copy of the minutes of the August 6,2015 meeting and requested any additions,corrections or deletions. On MOTION by Mr. Hubbard seconded by Mr. May with all in favor the minutes of the August 6,2015 meeting were approved. FIFTH ORDER OF BUSINESS Old Business (continued) B. Memorandum of Understanding • Mr.Hubbard reported the Memorandum of Understanding has been executed. FOURTH ORDER OF BUSINESS Bridging Solutions Update and Presentation of Proposed Bid Package 2 October 1, 2015 Heritage Bay CDD • Mr. Verrastro presented an update on the progress of the bank repair at the entrance bridge. Work item plans and the bid form for the retaining wall repair were reviewed. ➢ The schedule was reviewed with the bid opening scheduled on November 16,2015. > Bid and Performance Bonds will not be required. D There will be no penalty or bonus for early or late completion. > Project is to be completed by April 15,2016. • A draft contract for the project was reviewed. There were no objections from the Board. FIFTH ORDER OF BUSINESS Old Business(continued) C. Lake 15 Homeowner Repairs • A lengthy discussion ensued with regard to the request from two homeowners to share the expense of drainage improvements at their homes with the CDD picking up one third of the project expense. Mr. Grant MOVED to approve CDD paying one third of the $5,700 expense of the drainage improvements and Mr. Hubbard seconded the motion. • Further discussion followed. On VOICE vote with Mr. Grant in favor and Mr. Hubbard, Mr. Gagne, Mr. May and Mr. Brodeur opposed the prior motion failed. • A letter will be sent to the residents notifying them of the Board's decision. D. Transfer of Environmental Resource Permit 11-02234-P from Lennar to the District Update • The Board agreed to request a 90 day extension on the transfer of the permit to the CDD in order to verify the title on all of Lake 30B. 3 October 1, 2015 Heritage Bay CDD E. Umbrella Association Update • Mr. May provided an update on the Umbrella Association; a copy of which is attached. He noted they are meeting on a regular basis. • An updated list of control structures maintained by the CDD was reviewed. A copy will be sent to the Umbrella Association. F. Letter to the Quarry&Heritage Bay Umbrella Association • The Letter to the Quarry and the Umbrella Association was reviewed. G. Water Management Program • A bathymetric mapping proposal from Aquagenix was reviewed. There was concern with the costs and funds not budgeted for this project. Other alternatives will be reviewed including performing some of the work in-house and the use of aerators. H. Summer Lake Work Update • The lake bank restoration project balance sheet was reviewed. • It was reported all work is complete. SIXTH ORDER OF BUSINESS New Business A. Engineering Qualifications Review • Proposals for engineering services were received from Hole Montes; Peninsula Engineering; and CPH Engineering. • An Engineering Review Committee was established consisting of Mr. Gagne and Mr.Brodeur. On MOTION by Mr. May seconded by Mr. Hubbard with all in favor establishing an Engineering Review Committee consisting of Mr. Gagne and Mr.Brodeur was approved. • Interviews will be scheduled and a recommendation brought back to the Board at the December meeting. SEVENTH ORDER OF BUSINESS Manager's Report Mr. Teague addressed the following: A. Approval of Financials,Check Register and Invoices • The financials for the period ending August 31,2015 were reviewed. 4 October 1, 2015 Heritage Bay CDD On MOTION by Mr. May seconded by Mr. Gagne with all in favor the August 31,2015 financials were accepted. B. Engagement Letter with Grau& Associates FY 2015 Audit • An engagement letter with Grau&Associates to perform the fiscal year audit was presented. The$3,600 fee remains the same. On MOTION by Mr. May seconded by Mr. Hubbard with all in favor the Engagement Letter with Grau & Associates to perform the FY 2015 audit was accepted. C. Field Manager's Report • The Field Management Reports for site inspections conducted on August 26,2015 and September 19, 2015 were reviewed; copies of which are attached for the record. • A new contract with Lakes&Wetland defining expectations will be prepared. D. Follow Up • Items were previously addressed. EIGHTH ORDER OF BUSINESS Attorney's Report There being no report,the next item followed. NINTH ORDER OF BUSINESS Engineer's Report There being no report,the next item followed. TENTH ORDER OF BUSINESS Supervisors' Requests and Audience Comment • Supervisor Hubbard reported on a request from the MB Golf& Country Club to have their practice area enlarged; having a bulkhead installed on the driving range lake. • It was requested the Quarry install No Hunting signs on the Heritage Bay CDD side. 5 October 1, 2015 Heritage Bay CDD • Supervisor Grant requested the meeting schedule be revised based on the schedule used last year. On MOTION by Mr. Hubbard seconded by Mr. May with all in favor the 2016 fiscal year meeting schedule was revised as follows: October 1, 2015 December 3, 2015, January 7, 2016, March 3,2016,May 5,2016 and August 4,2016. • Mr.Ken Bynoe commented on gutter installation. • Mr. Aaron Zimmerman representing Southport Environmental Group introduced himself and requested guidance in familiarizing himself with the District. ELEVENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Gagne seconded by Mr. Brodeur with all in favor the meeting was adjourned at 10:46 a.m. Calvin Tea Edwin Hubbard Secretary Chairman 6