Loading...
Minutes 03/20/2019 KEY MARCO COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING March 20,2019 The Board of Supervisors of the Key Marco Community Development District met at 8:30 a.m.on March 20h, 2019, at the Key Marco Community Center, Marco Island, Florida. APPEARANCES: Maureen McFarland,Supervisor, Chairman/Treasurer Mary Beth Schewitz,Vice Chair Corrie Grado,Supervisor(arrived as reflected below) Dawn Aitkenhead,Supervisor Luanne Kerins,Supervisor ALSO PRESENT Katie Maline,District Manager/Secretary Greg Urbancic, District Counsel Janye Johnston and Lieutenant Dodd Bulger Florida Fish and Wildlife Commission CALL TO ORDER/ROLL CALL The regular meeting was called to order with four supervisors in attendance. APPROVAL OF AGENDA The Agenda was unanimously approved on a MOTION by Mrs. Schewitz and a second by Mrs. Mrs.Aitkenhead. AUDIENCE QUESTIONS AND COMMENTS ON AGENDA ITEMS No comments or questions were received from the public. APPROVAL OF PREVIOUS MEETING MINUTES At the top of page 4,the paragraph at the top should be deleted, as a better way to handle the public records request was determined. Going forward Mrs. Maline will redline all areas where new comments are added. On a MOTION by Mrs.Schewitz and a second by Mrs.Aitkenhead,the minutes as amended were unanimously approved by the Board. Supervisor Grado joined the meeting. FLORIDA FISH AND WILDLIFE PRESENTATION Jane Johnston from the Florida Fish and Wildlife Commission, accompanied by Lt. Dodd Bulger made a presentation to the Board on the Key Marco wildlife and the conflict with wildlife. Some points noted were that it is important that the wild animals not have human related food sources; pets should not be fed outside; bird feeders can also attract wild animals;and feeding wildlife in the State of Florida is a misdemeanor and you can be fined up to $500 and jail time of up to a year. SPECIFIC ITEMS OF OLD BUSINESS 1page C. Gatehouse 1. Mrs. McFarland noted that the CDD pays$45 a week for C3 to maintain the blue pots. Mrs. Maline will bring back alternatives to C3 as it relates to the planters at the gatehouse. 2. Mrs. Maline spoke to Erin with Naples Botanical Gardens who advised that she would get back to Mrs. Maline about the Master Gardeners. 3. Two delivery dates from the tile company for the gatehouse roof were missed.The ridgelines were installed, and the dry in permit inspection from the City has been done. 4. The gate arms and control boxes are rusted, and Mrs. Maline suggested that they replace the moving mechanism with stainless steel. Cypress Access will be providing a proposal. A. Street Light Project Mr. DiPrato did not feel that he had sufficient information to make a full presentation. Two quotes have been received, but neither were responsive to the request. The electric company is forcing compliance. CDD electric costs have been reduced by 80 percent at this point by no longer leasing unnecessary equipment. The Board discussed with Mr. Urbancic potential legal concerns regarding potential street light modifications. After discussing street lighting options, the Board's intent was that the lights would remain on at the bridge, the gatehouse and the"T". B. Landscape Maintenance Mrs. Maline and Mrs. Kerins discussed landscape contractors from whom proposals were received. Mrs. Maline was to review property areas under the proposal to determine whether any included properties were HOA properties that needed to be removed from the scope. Proposals were to be presented at the April meeting. Mrs. McFarland asked for assurances going forward under the new contract that no public funds are being spent to maintain private property. Mrs. McFarland suggested that a document could be prepared to be signed by Mrs. Maline as the District Manager that no public funds are being spent on private entities. D. New Construction CDD/ARC Requirements It has been suggested that a policy should be set that nothing should be put on the 30 feet belonging to the CDD in front of homes, but rather items such as building material and porta- potties should be kept on the homeowner's property. On a MOTION by Mrs. McFarland and a second by Mrs.Aitkenhead,with all in favor,the Board agreed that it would contact the ARC and ask that this item be put on the ARC list of rules. 23Page Mrs. McFarland reminded the residents that any small signs, such as address signs, be kept off the CDD property as well. E. and F. Ground Lease Agreement Termination/New Agreement Mr. Urbancic summarized the agreement and its intent for the Board. The last version would be provided to all the Board members for review. Mr. Urbancic was asked to suggest changes to improve and clean-up the agreement and then the revised agreement would be subject to consideration at the next meeting. SPECIFIC ITEMS OF NEW BUSINESS A. Temporary Speed Bumps This item was deferred to April. B. Photography for Interior of Gatehouse Mrs. Maline ordered some large,canvas copies of student photographers' pictures,and they will be installed within a short period of time. The cost was$609.00. C. Gatehouse Post Orders Mrs. Maline asked that the Board members go through the post orders and suggest any changes to be reviewed at the April meeting. DISTRICT COUNSEL A. Lease Employees Mrs. Maline presently does not fall under any of the District's insurance policies relating to the District's bank accounts, as per the District's insurance agent. Mrs. Maline is covered under the HOA policy for $50,000 per occurrence. The Board agreed that Mrs. Maline be removed as a signatory. The signatories on the two accounts would be changed to Mrs. McFarland on both, and Mrs. Aitkenhead on one and Mrs. Schewitz on the other. JANUARY FINANCIAL STATEMENT The "Other Miscellaneous Revenue" line item has not yet been removed, and in February it will be noted under Electric as a credit. Mrs. Maline expressed concern about the irrigation costs, and agreed with Mr. Krutisch that another well is needed. 31 Page Mrs. McFarland noted that the total expenditures line item,year-to-date actual,through January 31 was$250,000, and the year-to-date budget is$236,000, so they are over budget by$14.000. $10,000 of that is water usage. B. Annual Financial Audit Two comments were noted by the auditor; one being approving expenses without proof of payment, and a credit card will be issued to Mrs. Maline for CDD purchases only, such as office supplies. Mrs. Maline will take care of getting an American Express corporate card for this use. Secondly, a system needs to be put in place for Inframark to confirm reimbursements paid to the CDD. All invoices will go through Inframark for the CDD;those that are split with the HOA must be sent to the Treasurer for prior approval, and proof of reimbursement from the HOA must follow. This will be implemented going forward. On a MOTION by Corrie Grado and a second by Luanne Kerins,the Annual Financial Audit for the 2017-2018 Fiscal Year was unanimously accepted by the Board. C. Square Update This item will be addressed at the April meeting. DISTRICT MANAGER REPORT A. FEMA Update All eight projects have been obligated, and a figure of$176,707.32 is expected in grant money. Some funding has already been received for a total of$116,680.00 as of February. There was a discrepancy in the financials as to what has been received, and Mrs. Maline will review. B. Statewide Mutual Aid Agreement This agreement has been executed and is on file. SUPERVISORS REQUESTS AND COMMENTS A. Three Way Stop Sign at Whiskey Creek After discussion, it was agreed that Mrs. Maline will bring a suggestion for a sign to the Board at the April meeting. B. Ratify Special Events Wage Mrs. Maline received requests for the following two events, and the Chair made the decision to allow them to take place. They were the Tour de Marco on February 24, and the Marco Half Marathon on March 17. Both of them took place before today's meeting. C. Special Events Policy On a MOTION by Mrs. Schewitz and a second by Corrie Grado, the two special event limit per year was unanimously approved by the Board. Mr. Urbancic will bring a Resolution to the Board at the April meeting for signature to modify Resolution 2013-1 on this issue. Mrs. Maline added for the Board that there were no complaints at the first event in February, and they left the area spotless. The second event the previous week had a complaint from one person with many different items, and they have already been addressed with the organizer. A letter of provisional acceptance will be sent to them next year. On a MOTION by Mrs. Schewitz and a second by Corrie Grado the Board unanimously approved the release of the deposits on both of these events. D. $9,000 Mulching Bill A mulching bill of $9,000, with the HOA also paying part of the project, was approved by the District Manager without required Board approval. Only Supervisors are allowed to spend money for the CDD, but the District Manager has the ability to approve an expense under$5,000, per the Resolution. Mrs. Maline stated that mulching is a line item in the Budget; Mrs. McFarland noted that a budget is a system to determine the annual assessment, but does not give approval for spending money. All three parts of the existing Resolution must be met for the District Manager to spend CDD funds without the Board's approval--this is not the case for this$9,000 expense. • On a MOTION by Mrs. McFarland and a second by Mrs. ***, the Board unanimously approved the payment of the$9,000 bill. It was reiterated that the Resolution must be followed in the future. AUDIENCE QUESTIONS AND COMMENTS In response to Mr. Krutisch's question about some work needed on the streets, at the April meeting four infrastructure items and costs will be discussed. Mr. Urbancic advised that the preliminary budget needed to be adopted prior to June 15. The budget hearing for adoption will be in July, so the preliminary budget will be prepared for the April meeting and a resolution accepting it will be passed at that time. FOLLOW UP LIST This item will become a part of the minutes going forward. 1 Mrs. Maline and Mrs. Grado will work together to find alternatives to C3 for the container plantings at the gatehouse. 2 Master Gardener follow up. 3. Gatehouse Roof Status SIPage 4. Gatehouse arms and control boxes 5. Update on street lighting. 6. Separate Landscaping Contracts for CDD and HOA 7. Voting on new Lease Agreement with HOA 8. Suggestions for Street sign at Whiskey Creek. 9. Resolution prepared by Mr. Urbancic regarding twice a year limit on special events at Key Marco. ADJOURNMENT With the agreement that the next meeting would be held on April 17th at 8:30 a.m.,the meeting was adjourned at 10:50 a.m. On a MOTION by Mrs. *** and a second by Mrs. McFarland. f o 114.-0-41, "Secretary Chair Wage