Heritage Bay Minutes 03/22/2019 MINUTES OF MEETING
HERITAGE BAY
COMMUNITY DEVELOPMENT DISTRICT
The regular meeting of the Board of Supervisors of the Heritage Bay Community
Development District was held on Friday, March 22, 2019 at 9:00 a.m. in the Heritage
Bay Clubhouse, 10154 Heritage Bay Boulevard,Naples,Florida.
Present and constituting a quorum wcrc:
Edwin Hubbard Chairman
John May Vice Chairman
Jack Arcurie Assistant Secretary
Dennis Gagne Assistant Secretary
Donna Hunter Assistant Secretary
Also present were:
Justin Faircloth District Manager
Gonzalo Ayres Lake&Wetland Management
Laura Severance Heritage Bay Umbrella Association
Timothy Cantwell Quarry CDD
Lloyd Schliep Quarry CDD
The following is a summary of the actions taken at the March 22, 2019 Heritage
Bay Board of Supervisors meeting.
FIRST ORDER OF BUSINESS Roll Call
Mr. Faircloth called the meeting to order and called the roll.
SECOND ORDER OF BUSINESS Approval of Agenda
Additional documents for agenda items were distributed.
• Add Project Management Discussion under 9E.iii
On MOTION by Mr. May seconded by Mr. Gagne with all
in favor the agenda was approved as amended.
March 22, 2019 Heritage Bay CDD
THIRD ORDER OF BUSINESS Public Comments on Agenda
Items
There not being any, the next item followed.
FOURTH ORDER OF BUSINESS Engineer's Report
A. Project Summary
i. Lake Bank Restoration Project Update
• Q.E.has agreed to be on site and begin construction by May 1,2019.
• The Board requested that Q.E. complete the outstanding projects in the following
order: 30B Outfall; North Bank of Lake 20; and the East Bank of Lake 30A.
ii. As-Built Findings
• Additional documentation was received and is under review by CPH with no
deficiencies found to date.
• Waiting for additional pipe detail.
iii. Q.E. Open Items for Completion
• Staff provided an update on open items in need of completion.
• M.R.I. stormwater inspection report was provided to the Board.
• Q.E. has expressed their desire to clean out structures 231, 233, & 308 and
provide video evidence that the structures have been cleaned.
• The Board decided not to withhold any retainage on Phase 1 for these items. A
final invoice will be requested for Phase I subject to the Engineer's final approval
of the work completed.
B. Heritage Bay Stormwater Retention Area
• Mr. Hubbard provided an update on pre-treatments and water flow.
• Concern was voiced with regard to the Club being allowed to remove the control
structure north of lake 19.
C. SE Bridge Quadrant Repair Recommendations
• The District Engineer has inspected the area and believes grout needs to be
pumped in to protect the bank from further shifting. He will meet with Q.E. to
discuss this item.
• Funding was discussed.
FIFTH ORDER OF BUSINESS Attorney's Report
A. 30A/30B Boating Regulations and Indemnification/Right of Use Update
• Mr. Hubbard gave an update on the current status of the regulations.
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March 22, 2019 Heritage Bay CDD
• Ms. Severance reviewed the documents.
• Discussion ensued.
SIXTH ORDER OF BUSINESS Lake & Wetland Management
Monthly Inspections and Service
Reports
• The February Lake&Wetland Inspection and Service Reports were reviewed.
• Detail of inspection reports was discussed. The Board expects six reports per
month for Lakes 1-29 and two reports per month for Lakes 30A and 30B.
A. Contract Status for Proposed Additional Work for Lakes 30A&30B
• The amendment to the L&W Contract was discussed.
l On MOTION by Mr. May seconded by Mr. Arcurie with
all in favor the Amendment to the Lake & Wetland
Management Lake Maintenance Agreement with the
additional monthly maintenance fee of $1,000 for Lakes
30A and 30B was approved.
B. Cypress Tree Trimming Status
• Majority of the Cypress trees have been trimmed; completion is expected next
week.
SEVENTH ORDER OF BUSINESS Old Business
A. Lakes 30A&30B Aerial Survey Discussion
• The aerial bid survey proposals for Lakes 30A&30B were discussed.
The record will reflect Mr.Ayres joined the meeting.
• Further discussion ensued.
• The Board requested CPH provide a proposal to include infrared or sounding
options along with the procedure of how the evaluation will take place for the
aerial survey.
SIXTH ORDER OF BUSINESS Lake & Wetland Management
Monthly Inspections and Service
Reports(continued)
C. Littoral Plantings Proposal for Lakes 4&5
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March 22, 2019 Heritage Bay CDD
On MOTION by Mr. Hubbard seconded by Mr. Gagne
with all in favor the Lake & Wetland Contract Special
Service Agreement for littoral plantings on the side of
Lakes 4 & 5 as identified in the proposal dated March 22,
2019 in the amount of$1,111.50 was approved.
D. Lake Bank Palm Tree Recommendations
• The Board requested Lake & Wetlands identify/mark palms that should be
removed from the lake banks and provide a report for the next meeting.
• Discussion ensued with regard to monthly maintenance and Mr. Ayres noted it is
his intention to treat through the rainy season with granular Sonar.
• The Board requested Lake& Wetland pick a lake to treat with enzymes at no cost
to the Board as a test and include this information in the monthly report to the
Board for the next meeting.
• The Board requested a proposal from Lake & Wetland to complete a sonar
sounding for Illinois Pondweed in Lake 30B.
The record will reflect Mr.Ayres left the meeting.
SEVENTH ORDER OF BUSINESS Old Business(continued)
B. Status of Lake Bank Repairs—Terraces 1 &2
• Copeland Southern revised proposal submitted to HOA management firm;
waiting to receive funds prior to proceeding with repairs.
C. Status of Outfall Improvements Installation for Terrace 2
• Mr. Hubbard noted that they are going to work in conjunction with Copeland
doing the lake bank repair and installing outfall piping from each of the ends of
the two buildings and run them into the lake per the CDD's request and
stormwater guidelines.
D. Update on Ongoing Discussions with Terrace Presidents
• Mr. Hubbard provided an update.
E. Communication to Residents — 2018 Heritage Bay Water Quality
Monitoring Report
• Communication was distributed to the Residents.
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March 22, 2019 Heritage Bay CDD
EIGHTH ORDER OF BUSINESS New Business
A. FY 2019 Erosion Project Proposals
• Proposals from Lake & Wetland and Copeland Southern Enterprises were
reviewed.
• Discussion ensued.
Mr. Hubbard MOVED to take out Lake 19, hole 27; do the
work for the flume; add additional footage on Lake 10 Pine
2 to extend up to green area; include a not to exceed$6,000
for a tee#6 repair that the Club is going to be doing for an
estimated total of $92,525 and Mr. Gagne seconded the
motion.
• Available funding for the project was reviewed.
• A grant from FEMA has been obligated for the $50,490 spent on the initial
Hurricane Irma repairs in the amount of$44,179.19. An additional grant claim is
still in process with FEMA.
• Lake discussion ensued.
The record will reflect Mr. May left the meeting.
The record will reflect the meeting reconvened in the Board room.
A. FY 2019 Erosion Project Proposals(continued)
• The prior motion was discussed.
On VOICE vote with all in favor the prior motion was?
approved.
The record will reflect Mr.May rejoined the meeting.
• Mr. May was in agreement with the prior motion.
Mr. Hubbard MOVED to approve proposal for the outfall
improvements for Veranda #4, Building 103-106; and to
authorize the Chair to present the quote in the amount of
$7,275 to the President of the Association and suggest they
use Copeland Southern to do the work at the same time the
lake bank repairs are done, and Mr. Arcurie seconded the
motion.
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March 22, 2019 Heritage Bay CDD
The prior motion was discussed
On VOICE vote with all in favor the prior motion to
approve the proposal from Copeland Southern not to
exceed $110,325 including an additional not to exceed
amount of $6,000 for tee box repairs on Lake 7 in
conjunction with the Golf course was approved.
• The cost for the repairs for the West Bank of Lake 19 should be taken from
Construction Account as this bank was damaged during Hurricane Irma.
• Lake 6,200 feet of lake bank erosion in the amount of$7,725 was discussed.
Mr. Hubbard MOVED to authorize the Chair to speak with
the President of Veranda #4 to recommend installation of
gutters on the back of the building and bear the cost of the
outfall improvements; the CDD will pay for the cost of lake
bank repair and Mr. Arcurie seconded the motion.
The prior motion was discussed.
On VOICE vote with all in favor the prior motion was
approved.
On MOTION by Mr. Hubbard seconded by Mr. May with
all in favor to utilize Copeland Southern for the stated
amount of$37,575 to perform the lake bank repair of Lake
#19 utilizing project funds from the Construction Account
was approved.
On MOTION by Mr. Hubbard seconded by Mr. May with
all in favor the Copeland Southern proposal for S.E. Side of
Lake 19 flume installation in the amount of $13,775;
requesting a discount due to authorizing them to do all the
3 work was approved.
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March 22, 2019 Heritage Bay CDD
B. Stormwater Management Rules and Policies
• The policies were reviewed.
C. Status of Outfall Improvements Installation Verandas 2
• Currently being installed.
D. Status of Verandas 4 Installation of Gutters/Downspouts/Outfall
Improvements
• Previously discussed.
E. Revised Audit Engagement Letter
• Refunding of the bond caused an increase in preparation of the fiscal year 2018
audit.
On MOTION by Mr. Gagne seconded by Mr. May with all
in favor the Grau & Associates Revised Audit Engagement
Letter was approved.
NINTH ORDER OF BUSINESS Manager's Report
A. Approval of the Minutes of the February 14,2019 Meeting
Mr. Faircloth stated each Board member received a copy of the February 14,2019
meeting and requested any additions,corrections or deletions.
On MOTION by Mr. May seconded by Mr. Gagne with all
in favor the minutes of the February 14,2019 meeting were
approved.
B. Acceptance of Financials
• The financials for the period ending February 28,2019 were reviewed.
'On MOTION by Mr. May seconded by Ms. Hunter with all
in favor the February 28,2019 financials were accepted.
C. Discussion of Fiscal Year 2020 Proposed Budget
• The proposed Fiscal Year 2020 budget was reviewed.
➢ FY 2019 audit fee will be changed to$5,900.
y Increase Legal to$10,000
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March 22, 2019 Heritage Bay CDD
Lakes and Ponds—R&M-Lake Erosion will need to be decreased to offset the
increase.
• Approval of Tentative Budget is scheduled for June 6, 2019; and Budget
Adoption at Public Hearing on September 5,2019.
D. Field Manager's Report
• The Field Management Report for site inspection conducted on March 11, 2019
was reviewed.
E. Follow Up Items
• Staff provided an update on follow up items.
i. M.R.I. Stormwater Inspection Repairs
ii. FEMA
• An update was previously provided.
• CPH project management follow up was addressed. District Manager will follow
up with CPH on concerns and expectations of the Board.
iii. Project Management Discussion
• Project Management outside of normal scope was addressed. Moving forward a
fee of $125 per hour will be applied for additional large projects as project
coordinator. The Board had no objection.
TENTH ORDER OF BUSINESS Supervisors' Reports,Requests
and Comments
• Mr. May commented on the recent Master Association meeting.
ELEVENTH ORDER OF BUSINESS Chairman's Comment
• Chairman Hubbard commented on scheduling a meeting on April 26,2019.
On MOTION by Mr. May seconded by Ms.Hunter with all
in favor a Board of Supervisor meeting was scheduled for
Friday, April 26,2019 at 9:00 a.m.
TWELFTH ORDER OF BUSINESS Audience Comments
There not being any,the next item followed.
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March 22, 2019 Heritage Bay CDD
THIRTEENTH ORDER OF BUSINESS Adjournment
On MOTION by Mr. Arcurie seconded by Ms. Hunter with
all in favor the meeting was adjourned.
Ju Faircloth Edwin Hubbard
cretary Chairman
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