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03/21/2024 Minutes Heritage Bay Community Development District f 14 Inframark, Community Management Services 210 N. University Drive, Suite 702, Coral Springs, Florida 33071 Tel. (954) 603-0033 • Fax (954) 345-1292 DATE: May 16, 2024 TO: Mr. Derek Johnssen CLERK OF THE CIRCUIT COURT Finance Department Derek.johnssen@collierclerk.com FROM: Janice Swade Lead District Administrative Assistant RE: Minutes of the March 21, 2024 Meeting, as Approved at the May 2, 2024 Meeting Enclosed for your records is a copy of the minutes and corresponding attachments from the above referenced meeting of the Heritage Bay Community Development District, which are to be kept on file for public access. Encl: Cc: Mr. Gregory Urbancic gurbancic@cyklaw.com justin.faircloth@inframark.com 161 1A 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 Thursday,March 21,2024 at 9:00 a.m. at Heritage Bay Clubhouse, located at 10154 Heritage Bay Boulevard,Naples, Florida 34120. Present and constituting a quorum were: Edwin Hubbard Chairperson F. Jack Arcurie Vice Chairperson Steven Bachenberg Assistant Secretary Allen Soucie Assistant Secretary Also present were: Justin Faircloth District Manager Albert Lopez District Engineer Jacob Whitlock Assistant District Manager, Inframark Bailey Hill SOLitude Lake Management Following is a summary of the discussions and actions taken. FIRST ORDER OF BUSINESS Call to Order/Roll Call Mr. Faircloth called the meeting to order and called the roll.A quorum was established. SECOND ORDER OF BUSINESS Public Comments on Agenda Items Hearing no comments from the public, the next order of business followed. THIRD ORDER OF BUSINESS Board Organizational Matters A. Acceptance of Mr. Phelps Resignation and Motion to Leave Seat 3 Open On MOTION by Mr.Arcurie, seconded by Mr. Soucie, with all in favor, the resignation of Mr. Phelps was accepted, and Seat 3 shall remain open. (3-0) 1 6 I 1 A March 21, 2024 Meeting Heritage Bay CDD B. Seat 3 Open Position and Interview of Candidates This item was addressed with the prior motion. C. Appointment of Supervisor to Seat 4 On MOTION by Mr. Soucie, seconded by Mr. Hubbard, with all in favor, Mr. Steven Bachenberg was appointed to fill the vacant term of Seat 4. (3-0) D. Oath of Office for Newly Appointed Supervisor to Seat 4 Mr. Faircloth, a certified Notary of the State of Florida, administered the Oath of Office to Mr. Bachenberg in Seat 4. E. Board Reorganization and Selection of Officers (Resolution 2024-01) • Mr.Arcurie nominated Mr. Hubbard to continue as Chairperson. • Mr. Hubbard nominated Mr.Arcurie to continue as Vice Chairperson. On MOTION by Mr.Arcurie, seconded by Mr. Hubbard,with all in favor,Resolution 2024-01,Designating Officers of the District,with Mr. Hubbard to continue serving as Chairperson, Mr. Arcurie to continue serving as Vice Chairperson, Mr. Faircloth to continue serving as Secretary and Assistant Treasurer, Mr. Bloom to continue serving as Treasurer, Mr. Soucie to continue serving as Assistant Secretary, Mr. Bachenberg to serve as Assistant Secretary, and Seat 3 to remain open, was adopted. (4-0) The record shall reflect Mr. Arcurie exited the meeting. F. Timing and Requirements for Reelection for Seats 1,2 and 3 • Mr. Faircloth reviewed qualifying information and deadlines with the Board for Seats 1, 2 and 3 for the 2024 General Election, as noted on the Collier County Supervisor of Elections Website. FOURTH ORDER OF BUSINESS Engineer's Report A. Water Testing Update—March 5,2024 • Mr. Lopez noted that the water testing had taken place and he is waiting for the results of the sampling. 2 161 1A March 21, 2024 Meeting Heritage Bay CDD B. Surface Water Management System Retention Guidelines i. SFWMD Permissible Alterations to Actual Retention Areas and Requirements for Approvals • Mr. Lopez discussed the stormwater system and the way to approach any changes to the system as possible golf course changes are considered. • Mr. Faircloth asked Mr. Lopez to review the District's permits with SFWMD and provide updates on future deadlines as required by SFWMD. The record shall reflect Mr. Lopez exited the meeting. FIFTH ORDER OF BUSINESS SOLitude Lake Management A. Monthly Inspections and Service Reports Reports were included in the agenda package. B. Lakes Review and Field Service Manager-February • Ms. Bailey Hill provided an update on the condition of the lakes, and noted that Mr. Mason Maher was promoted to District Manager. • Mr. Faircloth requested Ms. Hill review the contract and confirm SOLitude is on site six times per month. The record shall reflect Ms. Hill exited the meeting. SIXTH ORDER OF BUSINESS Legal Update A. Status of Required Ethics Training • Mr. Faircloth reviewed the memorandum from Mr. Urbancic. • Mr. Soucie requested Mr. Faircloth send the ethics link for filing of Form 1 to Mr. Bachenberg, along with a PDF of the March 21, 2024 Agenda Package. The record shall reflect the Board recessed for a short period, and reconvened. SEVENTH ORDER OF BUSINESS Old Business A. Project Planning 2024 i. Veranda 4: Request for Gutter Installations and Drainage Requirements—Association ARC Approval? ii. Joint CDD and Club Projects for Summer 2024 iii. Lake 1 — North Lake Bank — Approval to Proceed with Golf Maintenance Staff iv. Lake 21/Oak 22 Tee Timing of Lake Bank Sodding v. Update on CDD 024 Projects • Mr. Hubbard provided updates on Veranda 4 work, and joint CDD Club work on Lakes 1 and 21. 3 161 1A March 21, 2024 Meeting Heritage Bay CDD EIGHTH ORDER OF BUSINESS Planned Club Upgrade and Drainage Project of Cart Path • Mr. Hubbard provided an update, and noted work completed by CSEI on the Lake 19 cart path. • The Board requested staff work with Mr. Urbancic and CSEI to develop an agreement for CSEI to repair the cart path if it splits with the District providing the necessary drainage. NINTH ORDER OF BUSINESS Copeland Southern — Terrace 4, Lake 19, Lake 15 and Lake 20 Work • Mr. Hubbard provided an update on progress and next plans by CSEI. On MOTION by Mr. Soucie, seconded by Mr. Bachenberg,with all in favor, Change Order #1, previously approved per Resolution 2020-02 with CSEI in the amount of$1,900 was ratified. (3-0) TENTH ORDER OF BUSINESS Performance Review and Update — Inframark • Mr. Faircloth addressed Inframark performance and changes which have been made, including recent management changes to ensure the District continues to receive a high level of service. • The Board agreed to remove this item from the agenda going forward, and that a closer partnership is welcomed to ensure success of the relationship. ELEVENTH ORDER OF BUSINESS New Business A. Annual Best Practices Meeting April 11,2024 • Mr. Hubbard noted he would invite Mr.Arcurie to attend this meeting with him. B. Golf Course Planned Cultivation Schedule • Mr. Hubbard discussed the planned cultivation of the golf course. C. Installation and Use of Turbidity Barriers • Mr. Hubbard discussed use of turbidity barriers. • Mr. Faircloth provided a history of past practices and noted the issue was raised before work began in the lakes just to ensure all bases were covered, and the Board was able to make informed decisions. • The Board agreed there was no need to use barriers for the current planned projects. 4 16 .I 1A March 21, 2024 Meeting Heritage Bay CDD TWELFTH ORDER OF BUSINESS Manager's Report A. Approval of the Minutes of the December 7,2023 Meeting Mr. Faircloth requested any additions, corrections or deletions to the minutes of the December 7, 2023 meeting. • On Line 88,the second sentence should be omitted. • Line 226 should be omitted. There being no further additions, corrections or deletions, On MOTION by Mr. Hubbard, seconded by Mr. Soucie, with all in favor,the Minutes of the December 7,2023 Meeting were approved as amended. (3-0) B. Acceptance of Financial Reports as of January 31,2024 and February 29,2024 There being no comments or questions, On MOTION by Mr. Hubbard, seconded by Mr. Soucie, with all in favor,the Financial Reports as of January 31,2024 and February 29, 2024 were accepted as presented. (3-0) C. Consideration of Resolution 2024-02 for the General Election • Sections 1 and 2 were modified to replace Mr. Phelps with Mr. Steven Bachenberg. On MOTION by Mr. Hubbard, seconded by Mr. Soucie, with all in favor, Resolution 2024-02, Confirming the District's Use of the Collier County Supervisor of Elections to Continue Conducting the District's Election of Supervisors in Conjunction with the General Election, was adopted as amended. (3-0) D. Discussion of the Proposed Fiscal Year 2025 Budget • Mr. Faircloth reviewed the draft budget with the Board, and noted he plans to discuss again at the May meeting with tentative adoption scheduled for the June 6, 2024 Meeting. • Mr. Faircloth also noted that Inframark was moving Payroll to ADP, and Inframark would cover the costs until October 2024, after which they would be passing those costs to the District under the Payroll line item. It is a cost of approximately $181 for five Supervisors. 5 161 lA March 21, 2024 Meeting Heritage Bay CDD • The Board requested a 3% increase in assessments, with the additional funds to be added into Lake Reserves. E. Field Manager's and Supervisors' Quarterly Report Update —Next Planned Tour April • The Board agreed that Mr.Bachenberg would accompany Mr.Whitlock on the next inspection. The Board requested that the Lake Management Assessment&Follow- Up Excel Spreadsheet be sent to them every month. F. Review and Discussion of Action Items on District Manager's November 2, 2023"Action Items"Report • Mr. Faircloth reviewed the Action Items List with the Board and provided updates. The Board requested this list be sent to them monthly as well. • Mr. Hubbard inquired about Preserve signage within Quarry, and their new Chairperson, and commented on drainage and littorals. THIRTEENTH ORDER OF BUSINESS Adjournment There being no further business, On MOTION by Mr. Soucie, seconded by Mr. Bachenberg, with all in favor, the meeting was adjourned at 12:07 p.m. (3-0) Edwin Hubbard Chairperson 6