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10/06/2016 Minutes MINUTES OF MEETING HERITAGE BAY COMMUNITY DEVELOPMENT DISTRICT By The regular meeting of the Board of Supervisors of the Heritage Bay Community Development District was held on Thursday, October 6,2016 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: Robert Koncar Severn Trent Management Josh Lockhart District Engineer Residents The following is a summary of the actions taken at the October 6, 2016 Heritage Bay Board of Supervisors meeting. FIRST ORDER OF BUSINESS Roll Call Mr. Hubbard called the meeting to order and Mr. Koncar called the roll. On MOTION by Mr. Gagne 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 • Mr. Hubbard thanked Mr. Grant for his service on behalf of the Board. THIRD ORDER OF BUSINESS Approval of the Minutes of the August 4,2016 Regular Meeting Mr. Hubbard stated each Board member received a copy of the minutes of the August 4, 2016 regular meeting and requested any additions, corrections or deletions. October 6, 2016 Heritage Bay CDD There not being any, On MOTION by Mr. May seconded by Mr. Gagne with all in favor the August 4, 2016 regular meeting minutes were approved. FIFTH ORDER OF BUSINESS Old Business C. Lakes and Pond Monitoring Program i. Bathymetric Analysis Update ii. Discussion Regarding Future Water Testing • Mr. Lockhart of CPH presented a proposal of services and fees for water quality monitoring;a copy of which is attached for the record. • Discussion ensued and the following was noted: D CPH to provide a full scope of service for all lakes, 1 thru 29, for the December meeting. D Testing will include the August parameters including chlorophyll, total nitrogen and total phosphorus. D Pricing will be reviewed when the proposal is prepared. D Mr. Lockhart will submit the $5,000 billing to Severn Trent for the bathymetric analysis for inclusion in the September financials as part of Fiscal Year 2016 expenses. • Mr. Lockhart provided an update on the bathymetric analysis of the ten lakes. • Diagrams indicating water elevation of the lakes were presented and discussed. • No emergency action required. • After testing is completed the Board will decide how to move forward. • The flooding at Smoke House Bay for Lakes 28 and 29 was discussed. Mr. Lockhart will inspect the catch basin to determine if it is properly functioning. The record will reflect Mr. Lockhart of CPH left the meeting A. Umbrella Association Discussion Update • Mr. Hubbard summarized the efforts to date and noted the Association agreed to release the funds. The Association will draft another resolution in December. The Association will keep$50,000 in reserves and release$191,000 to the CDD. 2 October 6, 2016 Heritage Bay CDD • An investment plan for surplus funds will be developed. • Mr. Hubbard requested the Board endorse what he and Mr. Osborne already gave back to the Association,which is that we will do our best to keep those lakes (30A & B) as,free and clear as possible and we are not going to commit to anything more than that. The Board was in agreement with this. • Discussion ensued with regard to the Board entering into an agreement with Gulf Coast University. On MOTION by Mr. Hubbard seconded by Mr. Gagne with all in favor to pass on the Gulf Coast University study and proceed with CPH in the manner already identified was approved. B. Go Daddy Email Migration Update • The Go Daddy email conversion was addressed. Mr. Faireloth will follow up with Board members to properly set up their email. SIXTH ORDER OF BUSINESS New Business A. Lakes Review and Recommended Repairs — Preliminary Recommended Items to Pursue Spring 2017 • This item will be placed on the December meeting agenda. SEVENTH ORDER OF BUSINESS Manager's Report Mr. Koncar addressed the following: A. Approval of Financials,Check Register and Invoices • The financials for the period ending August 31,2016 were reviewed. • Potential loan options will be researched. On MOTION by Mr. Hubbard seconded by Mr. Gagne with all in favor the August 31, 2016 financials were accepted. B. Engagement Letter with Grau &Associates FY 2016 Audit • The Engagement Letter with Grau&Associates to perform the Fiscal Year 2016 audit was presented. 3 October 6, 2016 Heritage Bay CDD • An RFQ for Fiscal Year 2017 audit services will be done in the spring. On MOTION by Mr. May seconded by Mr. Brodeur with all in favor the engagement letter with Grau & Associates was approved. C. Field Manager's Report • The Field Management Report for site inspections conducted on August 23, 2016 and September 21, 2016 were reviewed; copies of which are attached for the record. D. Discussion of HomeServe Program • Discussion ensued with regard to the HomeServe program. • It was suggested a presentation he made to the Homeowners Association. The Board emphasized the CDD would not endorse or sponsor the program. E. Follow up • All 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. FOURTH ORDER OF BUSINESS Severn Trent Management Services Update • Mr. Koncar provided a Service Delivery Plan for management services. • A one month management fee credit will be issued if the Board remains with Severn Trent. • Questions and comments from the Board were addressed. The record will reflect Mr. Koncar left the meeting at the request of the Board. • Discussion ensued with regard to retaining Severn Trent for District management services. 4 October 6, 2016 Heritage Bay CDD The record will reflect Mr. Koncar returned to the meeting at the request of the Board • The Board approved to continue with Severn Trent for management services. They are comfortable with the present contract. TENTH ORDER OF BUSINESS Supervisors' Requests and Audience Comment There not being any,the next item followed. ELEVENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. May seconded by Mr. Gagne with all in favor the meeting was adjourned at 11:10 a.m. dwin Hubbard Secretary/Assistant Secretary Chairman 5