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Heritage Bay Minutes 08/06/2020 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 Thursday,August 6,2020 at 9:00 a.m.telephonically via zoom. Present and constituting a quorum were: Edwin Hubbard Chairman Dennis Gagne Assistant Secretary Donna Hunter Assistant Secretary Jack Arcurie Assistant Secretary Allen Soucie Assistant Secretary Also present were: Justin Faircloth District Manager Bob Koncar Inframark Albert Lopez CPH Gonzalo Ayres Lake & Wetland Management Alonso Wiener Lake & Wetland Management Laura Severance Heritage Bay Umbrella Association The following is a summary of the actions taken at the August 6, 2020 Heritage Bay Community Development District's Board of Supervisors meeting. FIRST ORDER OF BUSINESS Call to Order Mr. Faircloth called the meeting to order and called the roll. A quorum was established. SECOND ORDER OF BUSINESS Approval of Agenda • It was noted that the CPH 2018 Project Completion Certification had been received as of the morning of the meeting;and as a result,the Board added Resolution 2020-09 Accepting the Certification of the District Engineer of 2018 Project Completion under New Business. On MOTION by Mr. Arcurie seconded by Mr. Gagne with all in favor the agenda was approved as amended. THIRD ORDER OF BUSINESS Public Comment on Agenda Items None. August 6, 2020 Heritage Bay CDD FOURTH ORDER OF BUSINESS Engineer's Report A. Project Summary i. Q.E. Open Items for Completion • It was noted that the 2018 project was fully complete. B. Clubhouse Dry Retention Modification Update • An update was given on the Clubhouse dry retention modification. C. Water Test Results—Next Steps—October • The May 2020 Water Quality Monitoring Report was discussed. • CPH Addendum to Agreement for Water Quality Monitoring Events October 2020&April 2021 which is the same as the previous agreement was discussed. On MOTION by Mr. Hubbard seconded by Mr. Arcurie with all in favor the CPH proposal to complete water quality testing in FY 2021 in the amount of$27,700 was approved. D. Review and Appraisal of Control Structures and Lake Interconnects • CPH proposal for several existing stormwater management lake banks assessment was discussed. On MOTION by Mr. Hubbard seconded by Mr. Gagne with all in favor the CPH proposal for several existing stormwater management lake banks assessment in the amount of$6,500 was approved. • It was requested the lake banks assessment be done as soon as possible; and that CPH complete the photos of all control structures as previously approved by the Board. The record will reflect Mr. Lopez left the meeting. FIFTH ORDER OF BUSINESS Lake & Wetland Management Monthly Inspections and Service Reports • The reports were reviewed with the Board. A. Littoral Planting Update • The project for littoral plantings in Lakes 19, 24, 25, and 26 was previously approved; however, the Chair removed Lakes 24 and 25 due to planting timing because of Covid-19 and crew illness. The record will reflect Mr. Ayres left the meeting. 2 August 6, 2020 Heritage Bay CDD SIXTH ORDER OF BUSINESS Attorney's Report A. Resolution 2020-6, Internal Controls Policy On MOTION by Mr. Arcurie seconded by Mr. Soucie with all in favor Resolution 2020-6 adopting an Internal Controls Policy consistent with Section 218.33, Florida Statutes; providing an effective date was adopted. B. Updated Inframark Infrastructure Management Services Master Agreement for Review and Approval • An update was provided on the Inframark contract discussions. SEVENTH ORDER OF BUSINESS Old Business A. Update on Completed Copeland Southern Enterprises Work • Staff provided an update reporting all projects were completed. EIGHTH ORDER OF BUSINESS New Business • Resolution 2020-9 is required in this effort to close out the construction account. • Comments from the public were requested. There being none; On MOTION by Mr. Hubbard seconded by Ms. Hunter with all in favor Resolution 2020-9 accepting the certification of the District Engineer that the 2018 project is complete; declaring the 2018 project complete; finalizing the special assessments securing the District's Series 2018A-2 Bonds; providing for severability, conflicts and an effective date was adopted. NINTH ORDER OF BUSINESS Manager's Report A. Approval of the Minutes of the May 7, 2020 Meeting On MOTION by Mr. Hubbard seconded by Mr. Arcurie with all in favor the Minutes of the May 7, 2020 Meeting were approved. B. Acceptance of Financials • Mr. Faircloth reviewed the Financial Report for the period ending June 30, 2020 with the Board. 3 August 6, 2020 Heritage Bay CDD • The Board requested finance take a close look at the amount of funds in the operating account and move any unnecessary funds over to the money market account. On MOTION by Mr. Gagne seconded by Mr. Soucie with all in favor, the June 30, 2020 Financial Statements were accepted. C. Acceptance of FY 2019 Audit • The audit was reviewed with the Board noting it was a clean audit. On MOTION by Mr. Arcurie seconded by Ms. Hunter with all in favor the audit for fiscal year ended September 30,2019 prepared by Grau&Associates was accepted. D. FY 2021 Meeting Schedule • The fiscal year 2021 proposed meeting schedule was discussed. On MOTION by Mr. Hubbard seconded by Mr. Gagne with all in favor the fiscal year 2021 meeting schedule was approved as presented; allowing the Chair to confirm the date for the February 2021 meeting depending on the scheduling of Club activities. • The monthly meetings should be noticed;however,the Board intends to meet in November, January, February, March, May,July, & September. E. Copeland Southern Enterprises Change Order • Change Order in the amount of$925 approved under Chair authority per Res. 2020-2 was reviewed with the Board. F. Field Manager's Reports • The Field Manager's Report for inspections conducted on June 22,2020 and July 24,2020 were reviewed with the Board. G. Right-of-Way Activities with SFWMD • Staff provided and update on right of way activities with SFWMD reporting the District needs to submit a request for transfer and SFWMD will develop a new permit for the two outfall structures and separate it from the roadway bridge permit. Payment of the transfer fee and submittal of the transfer request is in progress. 4 August 6, 2020 Heritage Bay CDD H. Follow Up Items i. FEMA • Staff reported DLC filed a second appeal and are awaiting review by the State. ii. FY 2021 Tentative Budget • The fiscal year 2021 tentative budget was reviewed. • Amendments to the website requirements contained in Section 189.069(2)(a), Florida Statues, effective July 1, 2020 were discussed. • Meeting materials accompanying meeting or workshop agendas are no longer required to be posted. The agenda itself is still required to be posted. Not required to post audits; website can provide a state link to the audits. On MOTION by Mr. Arcurie seconded by Mr. Soucie with all in favor to only post what is required on the District website going forward was approved. • Going forward only the agenda will be posted and not the agenda packet for future meetings. Audits will not be posted on the website, however, a link to state's website will be added to direct others to the audits. TENTH ORDER OF BUSINESS Supervisors' Reports, Requests, and Comments • Mr. Arcurie inquired about completion of oath of office received from the State. ELEVENTH ORDER OF BUSINESS Chairman's Comments • Laura Severance gave an update on the Heritage Bay Umbrella Association. • Mr. Hubbard proposed he work with the District Manager and requested $5,000 be given to the Green Committee to install plants and trees around the lakes. • Discussion ensued with regard to golf course shoreland restoration. Mr. Hubbard MOVED to authorize the Chairman with District Manager oversight to use $5,000 to allow him to work through the Green Committee identifying areas of the golf course which could be enhanced as far as protecting the transition zone and protecting District lake banks and Mr. Soucie seconded the motion. • The prior motion was discussed with Ms. Hunter requesting obtaining the opinion of a golf course landscape architect be added to the motion and Mr. Hubbard and Mr. Soucie agreed. 5 August 6, 2020 Heritage Bay CDD • Comments from the audience were requested. There being none, On Voice VOTE with all in favor the prior motion as amended, to approve$5,000 for additional plantings in the transitional zone with the Chairman working with the Green Committee and a golf course architect was approved. • If the Governor does not extend holding virtual meetings,the Board would hold the budget public hearing on September 3 and continue the meeting to another date and time to discuss any further business. TWELFTH ORDER OF BUSINESS Audience Comments None. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Gagne seconded by Mr. Arcuric with all in favor the meeting was adjourned at 11:28 a.m. ustin Faircloth Edwin Hubbard ✓%Secretary Chairman 6