Agenda 11/12/2012CEDAR HAMMOCK
COMMUNITY DEVELOPMENT DISTRICT
AGENDA
Monday Cedar Hammock Clubhouse
November 12, 2012 8660 Cedar Hammock Boulevard
9:00 a.m. Naples, Florida
1. Roll Call
2. Approval of the Minutes of the October 15, 2012 Meeting
3. Old Business
A. Discussion of Water Use Permit and Maintenance of Water Levels in the
Irrigation Lake
B. Review of Revised Structural Analysis of Bulkheads
C. Review of Storm Water System Maintenance Efforts
D. Update on Road Maintenance Work
4. New Business
5. Manager's Report
A. Financial Report for September, 2012
6. Attorney's Report
7. Engineer's Report
8. Supervisors Request
9. Audience Comments
10. Adjournment
THE NEXT REGULAR MEETING IS SCHEDULED FOR
DECEMBER 10, 2012 at 9:00 A.M.
Camino
ENTR/X
Shaping the Future
MEMORANDUM
To: Calvin Teague
Cedar Hammock. Community Development District
From: Gary Susdorf
Cardno ENTRIX
Re: Cedar Hammock
Water Use Permit 11- 01711 -W'
Date: November 6, 2012
Provided below are summaries of the status of the water use permitting, wetland monitoring,
and water quality (SALT) monitoring for Cedar Hammock..
Water Use Permit
The South Florida Water Management District (SFWMD) has issued a request for additional
information (RAI) regarding the submitted modification application. We are preparing the
response and will be submitting the required data to SFWMD shortly.
One item requested by the SFWMD's RAI is that a confirmation be submitted of the installation
of the recharge wells required under the existing permit. It should be noted that the specific
purpose of the modification request is to reduce the total number of irrigation wells. A thorough
discussion will be provided in our RAI response outlining the rationale (including the submission
of technical data) for our request to reduce the number of irrigation supply wells.
Another item requested by SFWMD is that a site inspection be conducted by their staff to
observe the condition of the wetlands. Additionally, wetland monitoring data was also requested.
The wetland data has been submitted as part of the on -going wetland monitoring program and
the inspection was conducted by District staff.,Refer to the following wetland monitoring section
for further discussion. The impact assessment of proposed withdrawals from the revised
irrigation well system on the surface water and shallow groundwater, relative to wetlands, will be
addressed in the RAI response..
Wetland Monitorina
The report of the second wet season monitoring event, conducted in September, has been
submitted to the SFWMD. The SFWMD has issued a Notice of Inspection, Environmental letter
dated October 31, 2012 (attached) based on their review of the submitted wetland monitoring
data and a site inspection conducted by District staff. The inspection letter noted that the project
is currently in compliance with the environmental special conditions of the permit. The letter also
noted that the exotic maintenance program is successful and recognizes the efforts of Cedar
Hammock.
SALT Monitoring
Water quality data collected from the two western monitoring wells located near the production
wells, from the two operational production wells, and from the irrigation supply lake are
exhibiting stable water quality trends.
The previous chloride concentrations measured in the two eastern monitor wells have shown
that Lower Tamiami Aquifer groundwater quality is mildly brackish (chloride concentrations
greater than 250 mg /l). However, the chloride concentrations in the two eastern wells measured
during the October sampling event had chloride concentrations less than 250 mg /I. The
freshening in these wells may be a function of end of the wet - season conditions and may also
represent effects of either on -site or off -site Lower Tamiami Aquifer water usage. We will
continue to review and assess water quality trends in the aquifer.
It should be noted that no apparent water quality degradation has been identified within the
surface water or groundwater throughout the SALT monitoring period of record.
James E. Hirst & Associates, Inc.
CIVIL AND STRUCTURAL ENGINEERING
MARINE STRUCTURES
November 9, 2012
Cedar Hammock CDD
c/o Mr. Calvin Teague, District Manager
Severn Trent Services
Via Email: cteaque @severntrentms.com
RE: Fallow- up..Engineering Services in Application to the Six
Bulkhead Sections at Cedar Hammock
Dear Mr. Teague:
Mr.. Sam Marshal at Banks Engineering suggested we provide you
with a proposal for certain follow -up services in regards to the
general condition of the six timber bulkhead sections at Cedar
Hammock. These previously identified conditions are not
systematic, substantially individual and in general are of a
lesser nature.
Nevertheless, it is correcting the worst conditions encountered
and as a result, raising the general continued life expectations
of the six bulkhead sections. Because each of these conditions
is individual, we would propose the following method. Once a
repair contractor has been selected, we would propose a joint
survey in which we review and identify with the repair
contractor these isolated conditions of distress with the
thought of approaching them on a fix what you.find basis. We
propose that the particular locations be agreed upon after
survey and initially handled on a simple replacement basis. If
during our surveys it becomes clear that there are conditions
which require more attention to detailing then we would agree to
provide these at that time.
The general condition of the six bulkhead sections system is
outlined in our final condition report. If neW- conditions or
unanticipated condition interactions are encountered we would
propose to consult with Banks Engineering as well as District
representatives in order to determine what approach is best.
Again, it would appear that this process might entail-as many as
three general re- inspections of the bulkhead system as well as
Cedar Hammock.:'Biilkhead Proposal
309 Airport Road North • Mercantile Plaza N6 4 emberPtWn0 P261 -4567
Naples, Florida 34104 Fax (239) 263 -0541
intermediate and final reports. Based upon this general scope
of work we estimate the following costs:
Three Inspections $3,900.00
Final Condition Status Report
With Any Required Supporting Analysis $ 700.00
This estimate is based upon the following hourly rates:
JAMES E. HIRST & ASSOCIATES, INC. HOURLY RATES
Principal /Structural Engineer $180.00
Inspector /Technician /Cad Operator $::0.00,.
Clerical
GENERAL CONDITIONS
In the event payment for an invoice is not made within 60 days,
James E. Hirst & Associates, Inc. reserves the right to notify
the Client of our intention to stop work on the project.
Additionally, we reserve the right to charge interest at the
rate of 18% per annum for unpaid invoices after 60 days.
In the event the Client requests termination of the work prior
to completion, we reserve the right to complete such analysis
and records as are necessary to place our files in order and,
where deemed necessary by us to protect our professional
responsibilities, to complete a report on the-work performed to
date. A termination charge to cover the cost thereof in an
amount not to exceed 30% of all charges incurrea-dto the date
of the stoppage of work may, at the discretion of James E. Hirst
& Associates, Inc., be applicable.
In the even the Client makes a claim against James E. Hirst &
Associates, Inc., at law or otherwise, for any alleged error,
omission or other act arising out of the performance of our
professional services, and the Client fails to prove such claim,
then the Client .shall pay all costs, including attorney =s fees,
incurred by James E. Hirst & Associates, Inc. in defending
itself against the claim.
The only warranty or.guarantee made by James E. Hirst,&
Associates, Inc., in connection with the services performed
hereunder is that we will use that degree of care:-and skill
ordinarily exercised under similar conditions-by-reputable
members of our profession practicing in the same or similar
Cedar Hammock Bulkhead Proposal
November 9, 2012
locality. No other warranty, expressed or implied, is made or
intended by our Proposal for Consulting Services, by our
furnishing oral c-oY.7 �1Wtitten reports, or by furnishing drawings
and specifications.
The outlined Scope of Services will be accomplished in a timely,
workmanlike and professional manner by employees of James E.
Hirst & Associates, Inc. at the hourly rates outlined. If,
during the execution of the work, we are required to stop
operation as a result of changes in the Scope of Work, such as
requests by the Client, the Owner or the requirements of third
parties, additional charges will be applicable.
James E: Hirst & Associates, Inc maintains :;..W.pgg��•.Compensation
and Employers= Liability Insurance in conf6im'" ' e�`�� h state
statute. In addition, we maintain Comprehensive Generale
Liability.Insurance with limits of $1,000,000.00. Certificates
of Insurance can be provided evidencing such coverage.
Cost of the above coverage is included.in our quoted fees.
Additional insurance or increased limits of liability are
available upon written request for an additional: charge.
Again we are pleased to provide this proposal. If there are any
clarifications I can make or further questions I can answer,
please do not hesitate to call me.
Very T A.ir.t, a E. ., SECB
JEH /jm
Accepted by
For Owner
Date
Cedar Hammock. Bulkhead Proposal
November 9, 2012
Cedar Hammock
Community Development District
Financial Report
September 30, 2012
Prepared by
Cedar Hammock
Community Development District
Table of Contents
FINANCIAL STATEMENTS
Balance Sheet ........................... ............................... Page 1
Statement of Revenues, Expenditures and Changes in Fund Balances
General Fund
SUPPORTING SCHEDULES
Non -Ad Valorem Special Assessments
Cash and Investment Report
Suntrust Bank Reconciliation
................ ............................... Page 2
............... ............................... Page 3
............. ............................... Page 4
........... ............................... Page 5
Check Register & Invoice Copies (NONE) ........................... ...............................
Cedar Hammock
Community Development District
Balance Sheet
September 30, 2042
ACCOUNT DESCRIPTION
ASSETS
Governmental Fund
GENERAL FUND
Cash In Bank $ 45,269
Investments:
Certificates of Deposit - 450 Days 25,125
Money Market Account 288,917
TOTAL ASSETS $ 359,311
LIABILITIES
Accounts Payable $ 5,435
Accrued Expenses 3,543
TOTAL LIABILITIES 8,978
FUND BALANCES
Assigned to:
Reserved - Operating Reserves
19,073
Reserved - Roadways
168,375
Reserved - Bulkheads
78,245
Reserved - Bridges
33,180
Reserved - Lakes
51,460
Unassigned: sm
TOTAL FUND BALANCES $ 350,333
TOTAL LIABILITIES &
FUND BALANCES $ 359,311
Prepared by:
Report Date. 11/1/2012 Severn Trent Management Services Page 1
Cedar Hammock
Community Development District
Financial Statements
(Unaudited)
September 30, 2012
Cedar Hammock
Community Development District
Balance Sheet
September 30, 2012
ACCOUNT DESCRIPTION
ASSETS
Governmental Fund
GENERAL FUND
Cash In Bank $ 45,269
Investments:
Certificates of Deposit - 450 Days 25,125
Money Market Account 288,917
TOTAL ASSETS $ 359,311
LIABILITIES
Accounts Payable $ 5,435
Accrued Expenses 3,543
TOTAL LIABILITIES 8,978
FUND BALANCES
Assigned to:
Reserved - Operating Reserves
19,073
Reserved - Roadways
168,375
Reserved - Bulkheads
78,245
Reserved - Bridges
33,180
Reserved - Lakes
51,460
Unassigned:
-
TOTAL FUND BALANCES
$ 350,333
TOTAL LIABILITIES &
FUND BALANCES
$ 359,311
Prepared by:
Report Date: 11/1/2012 Severn Trent Management Services Page 1
CEDAR HAMMOCK General Fund
Community Development District
Statement of Revenues, Expenditures and Changes in Fund Balances
For the Period Ending September 30, 2012
ANNUAL
ADOPTED YTD YTD VARIANCE ($) SEPT -12
ACCOUNT DESCRIPTION BUDGET BUDGET ACTUAL FAV(UNFAV) ACTUAL
REVENUES
Interest - Investments $ 3,000 $ 3,000 $ 1,403 $ (1,597) $ 240
Special Assmnts- Tax Collector 279,653 279,653 279,650 (3) -
Special Assmnts- Discounts (11,186) (11,186) (10,223) 963
TOTAL REVENUES
271,467
271,467
270,830
(637)
240
EXPENDITURES
Administrative
ProfServ- Engineering
2,000
2,000
13,719
(11,719)
2,035
ProfServ-Legal Services
2,000
2,000
295
1,705
-
ProfServ- Mgmt Consulting Sery
31,533
31,533
31,533
2,628
ProfServ- Property Appraiser
4,195
4,195
2,097
2,098
-
ProfServ- Special Assessment
2,718
2,718
2,718
-
Auditing Services
6,250
6,250
5,250
1,000
-
Communication - Telephone
50
50
11
39
2
Postage and Freight
750
750
530
220
58
Insurance - General Liability
4,700
4,700
5,500
(800)
-
Printing and Binding
750
750
1,180
(430)
69
Legal Advertising
2,000
2,000
1,145
855
-
Misc -Bank Charges
1,000
1,000
595
405
77
Misc - Assessmnt Collection Cost
5,593
5,593
5,389
204
Office Supplies
250
250
342
(92)
44
Annual District Filing Fee
175
175
175
-
-
Total Administrative
63,964
63,964
70,479
(6,515)
4,913
Field
ProfServ-Field Management
500
(500)
Contracts -Water Mgmt Services
3,000
3,000
11,100
(8,100)
600
Contracts -Water Quality
7,200
7,200
13,981
(6,781)
3,505
R &M- Bridge
3,000
3,000
-
3,000
-
R &M -Lake
3,000
3,000
7,750
(4,750)
R &M -Plant Replacement
5,000
5,000
-
5,000
Misc- Contingency
3,303
3,303
10,523
(7,220)
Reserve - Bridges
47,000
47,000
18,197
28,803
Reserve - Bulkheads
47,000
47,000
3,555
43,445
Reserve - Lakes
42,000
42,000
-
42,000
Reserve - Roadways
47,000
47,000
23,625
23,375
-
Total Field
207,503
207,503
89,231
118,272
4,105
TOTAL EXPENDITURES
271,467
271,467
159,710
111,757
9,018
Net change in fund balance
$ $
-
$ 111,120 $@
111,120 $
FUND BAL, BEGINNING (OCT 1, 2011)
239,213
239,213
239,213
FUND BALANCE, ENDING
$ 239,213 $
239,213
$ 350,333
Report Date: 11/1/2012 Prepared by:
Severn Trent Management Services Page 2
Cedar Hammock
Community Development District
Supporting Schedules
September 30, 2012
Cedar Hammock
Community Development District
Non -Ad Valorem Special Assessments
(Collier County Tax Collector - Monthly Collection Distributions)
For the Fiscal Year Ending September 30, 2012
Discount / Gross
Date Net Amount (Penalties) County Exp Amount
Received Received Amount Amount Received
Assessments Levied
Allocation %
$279,650
100%
10/31/11 $
1,137.53 $
64,26 $
23.21 $
1,225.00
11/15/11
43,722.21
1,848.00
892.29
46,462.50
11/30/11
84,624.96
3,598.00
1,727.04
89,950.00
12/08/11
92,201.83
3,916.50
1,881.67
98,000.00
12/22/11
6,796.54
239.76
138.70
7,175.00
01/25/12
15,263.48
437.52
311.50
16,012.50
02/27/12
10,115.07
178.50
206.43
10,500.00
03/29/12
5,817.28
14.00
118.72
5,950.00
05/03/12
2,239.79
(10.50)
45.71
2,275.00
05125/12
353.29
(10.50)
7.21
350.00
06/21/12
1,059.87
(31.50)
21.63
1,050.00
07/05/12
706.58
(21.00)
14.42
700.00
TOTAL $ 264,038.43 $ 10,223.04 $ 5,388.53
% COLLECTED 100.00%
TOTAL OUTSTANDING $ -
Report Date: 10/30/2012 Prepared by:
Severn Trent Management Services
Page 3
Cedar Hammock
Community Development District
Cash and Investment Report
September 30, 2012
General Fund
All Funds
Account Name
Bank Name
Investment Type
Ma_ turity
Yield
Balance
Checking Account - Operating
SunTrust Bank
n/a
n/a
0.10%
$ 45,269
Certificate of Deposit
1 st So Bank
18 month CD
8/6/13
0.75%
25,125
Money Market Account
Florida Shores
Public Funds MMA
n/a
0.50%
288,917
Total
$359,311
Report Date: 10/30/2012 Prepared By:
Severn Trent Management Services
Page 4
Cedar Hammock CDD
Bank Reconciliation
Bank Account No.
9995
Amount
Statement No.
09 -12
1,000.00
1,000.00
Statement Date
09/30112
3,555.00
0.00
G/L Balance (S)
45,269.29
Statement Balance
45,269.29
G/L Balance
45,269.29
Outstanding Deposits
0.00
Positive Adjustments
0.00
-38.28
—"
3.88
3.88
Subtotal
45,269.29
Subtotal
45,269.29
Outstanding Checks
0.00
Negative Adjustments
0.00
Total Differences
0.00
Ending G/L Balance
45,269,29
Ending Balance
45,269.29
Difference
0.00
Posting
Date DocumentTvoe
Document No.
Descriction
Checks
06/26/12 Payment
1429
SOUTH FLORIDA WATER MANAGEMENT
08/24/12 Payment
1437
JAMES E. HIRST & ASSOCIATES, INC
08/29112 Payment
1438
CARDNO ENTRIX
08/29/12 Payment
1439
SEVERN TRENT ENVIRONMENTAL
Total Checks .... ..... ... .. .. . ... ... ........... ..... .
Deposits
09/21112 ACH DEBIT SUNTRUST ANALYSIS FEE -AUG 2012
09/30/12 ACH CREDIT SUNTRUST INTEREST INC -SEPT 2012
Total Deposits .. . ...... .... ... ... ... . ... . ...... . ... . .. . . .... ... . .
-34.40 -34.40
Page 5
0.00
Cleared
Amount
Amount
Difference
1,000.00
1,000.00
0.00
3,555.00
3,555.00
0.00
1,275.00
1,275.00
0.00
2,772.80
2,772.80
0.00
8,602.80
8,602.80
0.00
-38.28
-38.28
0.00
3.88
3.88
0.00
-34.40 -34.40
Page 5
0.00
FACILITIES OPERATION AND MAINTENANCE
MEMORANDUM OF AGREEMENT
BETWEEN CEDAR HAMMOCK COMMUNITY DEVELOPMENT
DISTRICT
AND CEDAR HAMMOCK GOLF AND COUNTRY CLUB,
INC,,
THIS AGREEMENT is entered into this } day of % . .. 2008, by and between the CEDAR
HAMMOCK COMMUNITY DEVELOPMENT DISTRICT, an independent special district established pursuant to
Chapter 190, Florida Statutes, hereinafter referred to as "District ", and the CEDAR HAMMOCK GOLF AND
COUNTRY CLUB, INC., a Florida not - for - profit corporation, hereinafter referred to as the "Association ".
WHEREAS, the District has the authority to exercise powers to finance, fund, plan, establish, acquire,
construct or reconstruct enlarge or extend, equip, operate, and maintain systems and facilities for roads, water
management, water supply, sewer, street lights, security and parks and recreational facilities, among other
powers, including all powers necessary, convenient, incidental or proper in connection with any of the powers,
duties, or purposes authorized by Chapter 1907 Florida Statutes: and
WHEREAS, for ease of administration, potential cost savings, and the benefits of full time on site
operation and maintenance purposes, the District desires to contract with the Association to operate and
maintain certain of the District's systems and facilities; and
WHEREAS, the Association desires to operate and maintain the District's systems and facilities;
(intentionally left blank)
NOW, THEREFORE, the District and the Association agree as follows:
1. The above recitals are true and correct and incorporated by reference herein.
2. The District will retain full responsibility for major capital renewal and replacement for:
A. Lakes.
B. Preserves.
C. Roads, sidewalks, curbs, and gutters, including asphalted streets and parking areas in the
Terrace and Veranda areas, but excluding the Clubhouse parking area and maintenance building
parking area,
D, Bridges and Bulkheads.
E. Storm water drainage systems.
F. Street signage.
G. Collier Blvd & Davis Blvd entrances.
H. Irrigation pump house, pumps, motors) and irrigation distribution system from the
pump house to the point of metering on each individual property.
I. Tracts F4 & F5 sanitary sewer and potable water lines until determination is made
regarding acceptance by Collier County.
(Intentionally left blank)
3. The Association shall operate and maintain the following systems and facilities of the District at a
minimum compliance with all applicable statutes, ordinances, administrative rules and regulations,
and permit requirements:
A. Lakes.
B. Preserves.
C. Sidewalks, curbs and gutters.
D. Bridges and Bulkheads.
E. Street signage.
F. Collier Blvd & Davis Blvd entrances.
G. Irrigation pump house and wells.
4. All other operation and maintenance responsibilities for the District's systems and facilities not
otherwise addressed in this Agreement shall remain the sole responsibility of the District including
roads and parking areas (excluding Clubhouse parking).
5. District shall pay the Association the sum of ten ($10.00) Dollars per year for the performance of the
operation and maintenance responsibilities set forth in this Agreement.
6. The term of this Agreement is for a period of five years commencing on April 22, 2008 and shall be
automatically renewed for additional one year periods after April 22, 2013, unless either party provides
the other party at least 90 days written notice of its intent not to renew. District may cancel this
Agreement at any time for any reason in its sole discretion upon providing at least 90 days written
notice to the Association of its intent to cancel this Agreement.
7. Association shall be solely responsible for the staffing, budgeting, financing, billing and collection of fees,
assessments, service charges, etc. necessary to perform the operation and maintenance
responsibilities set forth in this Agreement. However, any capital expenditure by the Association of
$2,500 or more in carrying out the responsibilities of this Agreement will require approval of the District and
reimbursement of the Association by the Di,
8. Association shall procure at its expense and at all times include the District as an additional named
insured on comprehensive liability insurance policies to cover the operation and maintenance
responsibilities set forth in this Agreement Comprehensive liability insurance shall be in amounts
determined by Distr t Manager. Association, in consideration of Ten ($10.00) Dollars, the receipt and
sufficiency of which is accepted, through the signing of this document, shall hold harmless, defend and
indemnify District, its agents and employees, from all claims, suites and actions (whether for negligence
or otherwise), including claims for attorneys fees and all costs of litigation, and judgments of any name
and description, including administrative fines and costs imposed by regulatory agencies, arising out of or
incidental to the performance of this Agreement or work performed there under. This .Section does not
pertain to any incident arising from the sole negligence of District
(Intentionally left blank)
9. This Agreement may only be amended in writing executed by both parties.
10. This Agreement shall become effective on April 22, 2008,
IN WITNESS WHEREOF, the parties hereto have executed this document the day and year first above
written.
ATTEST:
Calvin Teague
Secretary
ATTEST:
Tom Read
General Manager
CEDAR MAMMQCK COMMUNITY
DE - OPMT D� TR�IC^T
rank Vaseiews ci
Chairman
CEDAR HAMMOCK GOLF AND COUNTRY
CLUB, INC.
Edward Carter
President