Draft Meeting Minutes for August 24, 2020
Community Development District
The regular meeting of the Board of Supervisors of the Heritage Palms Community Development District was held on Monday, August 24, 2020 at 8 a.m. by web conference with the requirements for a quorum being physically present waived under the Governor’s Executive Order 20-69.
Attending via web conference due to Executive Order 20-69 waiving the quorum requirement were:
Stan Switzer – Chair
Paul Schafer – Vice Chair
Al O’Brien – Assistant Secretary
Mike Whitten – Assistant Secretary
Fred DeCotis – Assistant Secretary
Also attending via web conference were:
Cal Teague – District Manager, Premier District Management
Sam Marshall – Banks Engineering
Chris Pepin – Field Manager
Christopher Dudak – Assistant to the District Manager
Nancy Dudak – Premier District Management (PDM)
The following is a summary of the discussion and actions taken at the Heritage Palms Community Development District (CDD) Meeting Board of Supervisors meeting. It was conducted using Go to Meetings as a result of Executive Order 20-69 which waived the quorum requirements during the COVID-19 virus and allowed for meetings to be conducted in this manner.
FIRST ORDER OF BUSINESS Call to Order and Roll Call
The meeting was called to order and the District Manager called the roll. All Board members were present. Also attending were Sam Marshall, Engineer, Chris Pepin, Field Manager, Christopher Dudak, Assistant to the District Manager, and Nancy Dudak, Premier District Management (PDM).
SECOND ORDER OF BUSINESS Approval of the Agenda
The Agenda was approved as presented.
On MOTION by Supervisor Whitten seconded by Supervisor O’Brien, with all in favor, the Agenda was approved as presented.
THIRD ORDER OF BUSINESS Audience Comments on Agenda Items
Residents Bob Redar and Scott Wallace participated but had no comments about the Agenda.
FOURTH ORDER OF BUSINESS Approval of Meeting Minutes
A. Draft Meeting Minutes for July 27, 2020
The Meeting Minutes from July 27, 2020 were approved with one correction on page 8 of a name spelling.
On MOTION by Supervisor DeCotis, seconded by Supervisor Whitten, with all in favor, the Meeting Minutes from July 27, 2020 were approved with one correction on page 8 of a name spelling.
FIFTH ORDER OF BUSINESS FY 2021 Budget Public Hearing
A. Resolution 2020-05 Adoption of FY 2021 Assessment Levy
The District Manager explained the FY 2021 Budget. As directed by the board, there’s a $75 increase in the O&M assessment, increasing it from $300 to $375. The last increase was in 2015.
The FY 2021 Budget Public Hearing was opened at 8:02 a.m.
On MOTION by Chair Switzer, seconded by Supervisor Whitten, with all in favor, the FY 2021 Budget Public Hearing was opened at 8:02 a.m.
There were no comments from residents.
On MOTION by Supervisor O’Brien, seconded by Supervisor DeCotis, with all in favor, the FY 2021 Budget Public Hearing was closed at 8:03 a.m.
On MOTION by Supervisor DeCotis, seconded by Supervisor O’Brien, with all in favor, Resolution 2020-05 Adoption of FY 2021 Assessment Levy was adopted by the Board.
B. Resolution 2020-06 Approval of FY 2021 Budget
On MOTION by Supervisor Whitten, seconded by Supervisor Schafer, with all in favor, the Board adopted Resolution 2020-06 Approval of FY 2021 Budget.
SIXTH ORDER OF BUSINESS Attorney
The District Manager commented that the Attorney sent him a copy of the Governor’s Executive Order extending virtual meetings to October 1, so the next meeting will also be a web conference.
SEVENTH ORDER OF BUSINESS Engineer
A. ADA Sidewalk Inspection
The Engineer summarized the sidewalk inspections and identified areas on a map that need ADA mats. He also suggested an extension of the sidewalk to the Lodge. The Field Manager will get a proposal for the extension of the sidewalk and installation of ADA mats after the Engineer shows him the main areas of concern. The Engineer recommended that this should be done after the paving project has been completed. The Field Manager verified that the Board wants the ADA mats to be yellow.
B. Preserve Walking Path
Supervisor Whitten walked the potential location for a walking path and described areas that he believes may or may not require an elevated walkway. The Engineer reported on the permitting for the path. In the Preserve area, or low areas, he recommends an elevated boardwalk. He said that any path constructed in the Preserve will likely have to be coordinated with a biologist to do as little damage as possible to the environment. Staff will lay out potential paths and obtain construction estimates. Supervisor Whitten volunteered to assist with this project.
EIGHTH ORDER OF BUSINESS Old Business
A. Stormwater Management System Cleaning Update
The Field Manager reported that MRI is almost done with the stormwater cleaning, which is 99% complete, except for dredging out all the sediment and material from the front of inlet #56 in Lake 7.
B. Asphalt Repairs at Cart Crossings Update
The Field Manager reported that the asphalt repairs at the cart crossings have been completed.
C. Bathymetric Lakes Testing Analysis Update
Lake & Wetland Management will take soil samples during the week of August 24th. Sonar readings were taken earlier in the month but one of the data files is corrupt, requiring the survey crew to return to collect the data again.
D. Lake L-6 Fence Arm Upgrades
The Field Manager reported that a heavier gauge chain was placed on the fence, but someone cut it again in the same spot. He said he would weld two 8-10″ plates on both posts to reinforce both arms for $675, which includes all the materials and 6-8 hours of labor. The Board approved a not to exceed amount of $750.
On MOTION by Supervisor Schafer, seconded by Supervisor O’Brien, with all in favor, the Board authorized a not to exceed amount of $750 to have two metal plates welded onto the fence arms on the Lake L-6 fence by the Field Manager.
NINTH ORDER OF BUSINESS New Business
A. FY 2021 Meeting Schedule Resolution 2020-07
The meeting schedule for FY 2021 was discussed and approved, with the December meeting being changed to December 21st, so only one advertisement will be required.
On MOTION by Supervisor Whitten, seconded by Supervisor O’Brien, with all in favor, the Board approved FY 2021 Meeting Schedule Resolution 2020-07 with the December meeting being changed to the 21st.
B. Filling Board Vacancy in November
The Chair talked about the variety of people who have taken an interest in serving on the Board of Supervisors in November. He reviewed criteria and guidelines. There will be an interview process with at least three Board members to discuss their qualifications to become potential candidates. The Board voted on goals that were distributed in the Agenda packet. The seat will be vacant the third Tuesday of November.
On MOTION by Chair Switzer, seconded by Supervisor Schafer, with all in favor, the Board established criteria and guidelines in accordance with the requirements of the State of Florida for filling a Board of Supervisors position with the CDD.
TENTH ORDER OF BUSINESS Field Manager
A. Field Report for August
The Field Manager reviewed his monthly report with the Board.
- He discussed the algae situation which has improved with increased rain.
- Mr. Pepin said that tiles that had been left behind were picked up.
- The new sod for the erosion repairs looks better and the rain has helped, the Field Manager reported.
- He discussed cracked pavers which may be a result of trucks passing through. They will be replaced.
- He discussed concrete problems and obtained proposals from Conidaris Builders. To replace concrete gutters and sidewalks at 10 locations will cost $3,995. The Board approved the proposal.
- The other proposal to replace 70′ of valet gutter was tabled for the next meeting until Board members can take a look at it. The Field Manager said this would be mostly aesthetic as the gutter functions at this time.
- Roadway reflectors were broken or missing and will be replaced next month.
- He came across an exotic plant in one of the preserves along the golf course and will have it removed.
- A broken manhole cover was replaced.
- The aerators are being serviced adequately, the Field Manager reported.
On MOTION by Supervisor Whitten, seconded by Chair Switzer, with all in favor, the Board approved the proposal from Conidaris Builders to replace concrete gutters and sidewalks at 10 locations for $3,995.
B. Follow-Up Items
There being none, the following Order of Business followed.
ELEVENTH ORDER OF BUSINESS District Manager
A. FEMA Update
The District Manager reported that there was one more action that needed to be resolved for FEMA. It has been completely obligated.
B. Financial Statements for July
The Financials for July were accepted as presented.
On MOTION by Supervisor DeCotis, seconded by Supervisor Whitten, with all in favor, the Board voted to accept the July Financials as presented.
TWELFTH ORDER OF BUSINESS HOA Report
Bob Redar thanked Supervisor Whitten for explaining the Budget at the HOA meeting and what the CDD is doing. He reported that about three members of the community had asked questions.
THIRTEENTH ORDER OF BUSINESS Supervisor Reports, Requests & Comments
There being none the next Order of Business followed.
FOURTEENTH ORDER OF BUSINESS Audience Comments
There being none, the next Order of Business followed.
FIFTEENTH ORDER OF BUSINESS Adjournment
There being no further Order of Business, and
On MOTION by Supervisor Whitten, seconded by Supervisor O’Brien, with all in favor, the meeting was adjourned at 9:23 a.m.
Next Meeting: September 28, 2020 at 8 a.m.