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Draft Meeting Minutes for September 28, 2020

Heritage Palms
Community Development District

The regular meeting of the Board of Supervisors of the Heritage Palms Community Development District was held on Monday, September 28, 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 reviewed and no changes were made.

On MOTION by Supervisor O’Brien, seconded by Supervisor DeCotis, with all in favor, the Agenda was approved as presented.

THIRD ORDER OF BUSINESS Audience Comments on Agenda Items

There being none, the next Order of Business followed.

FOURTH ORDER OF BUSINESS Approval of Meeting Minutes

A. Draft Meeting Minutes for August 24, 2020

The Meeting Minutes from August 24, 2020 were reviewed.

On MOTION by Supervisor Schafer, seconded by Supervisor Whitten, with all in favor, the Meeting Minutes from August 24, 2020 were approved as submitted.


The District Manager reported that he had not heard that the Order from the Governor was lifted, so he expects the next meeting will be in person at Heritage Palms.


A. Sidewalk Extension to Lodge

The Engineer’s report included estimates from Conidaris and D&G Pavement to complete the sidewalk extension at the Lodge. Each contractor provided two estimates, one for the CDD and one for the HOA. The Engineer was not sure where the sidewalk would end, which he said was up to the HOA managers. He thinks the project is beneficial with or without the HOA participating because there is a gap in the sidewalk in front of the Lodge and he feels this is a safety matter for pedestrians.

i. Conidaris cost to the CDD

The estimate was $5,800.

ii Conidaris cost to the HOA

The estimate was $3,200.

iii. D&G cost to the CDD

The D&G estimate is $5,350, but the price is only good if the HOA portion is completed at the same time. It will cost an additional $1,260 if done separately.

iv. D&G Cost to the HOA

The estimate was $4,830.

On MOTION by Supervisor Schafer, seconded by Supervisor O’Brien, with all in favor, the sidewalk extension was tabled for one month until Chair Switzer speaks with the HOA about it.

B. Preserve Walking Path Plan

The Engineer reviewed artistic renderings of the Walking Path that use the term “top down construction,” which he explained means building a boardwalk with minimal impacts to the wetland due to the nature of the vegetation. He said that makes it more expensive. The estimate for planning purposes was based upon 1,000 linear feet, but specific lengths were not identified. The estimates were for 1,000 linear feet and at 6′ and 8′ widths. The 6′ wide boardwalk would cost $283,000 and the 8′ wide boardwalk would cost $320,000. The Chair stated that he thinks the cost is prohibitive unless the HOA shares the cost of it. Bob Redar, a member of the Strategic Planning Committee, said that interest in a boardwalk came from a community survey in which 93% of the residents said they wanted a nature trail, but the path would have to go on CDD property. He said residents see it as an amenity. He will take the issue back to the Master HOA. The Field Manager drove a golf cart along the area and estimates that it will be about 2,000 feet long. The Engineer said he thinks that it can be permitted using the top down construction. The Chair tabled the issue until they get more information and he speaks with the Master HOA.


A. Stormwater Management System Cleaning Update

The Field Manager said the cleaning project was completed by MRI.

B. Bathymetric Lakes Testing Analysis Update

The new bathymetric maps and soil samples will be available at the next meeting.

C. Lake L-6 Fence Arm Update

The Field Manager reported that the fence arms were welded and noticed no intrusions. The Chair stated that it looks better.

D. Valley Gutter Replacement on Washingtonia Palm Way Proposal

The Board wanted to check it out before approving the proposal because it was cosmetic in nature. The issue was tabled indefinitely.


A. ADA Mats Proposal

The Field Manager reported that it will cost $9,892 for purchase and the installation of 80 ADA mats throughout the community. They would be anchored down and a uniform color was determined by the Board. . The Field Manager estimated they will last 5-7 years. Supervisor Whitten said installing mats is a safety matter. The Field Manager will install them after the areas have been pressure washed.

On MOTION by Supervisor Schafer, seconded by Supervisor DeCotis, with all in favor, the Board approved the purchase and installation of 80 ADA mats for sidewalk crosswalks for $9,892.


A. Field Report for September

The Field Manager reviewed his monthly report with the Board.

  • Algae in the lakes has improved since last month.
  • Pleco have returned in lake C7. He tried to spear them, but that was not effective. He thinks using a bow might be more effective but there was not support for this.
  • More trash was observed this month, perhaps from construction. He recommended a trash clean-up, which will include removing coconuts from the lakes. Supervisor Whitten asked if the roofing companies who are causing the trash might help pay for the lake cleanup. It was suggested that there are four different contractors working there. Supervisors O’Brien and DeCotis will speak with the Architectural Review Committee (ARC) about it.
  • The exterior of the property along Six Mile Cypress may have water flowing into the Preserve, which he says is an HOA issue.
  • He said that low hanging branches should be cut in the preserve.
  • Asphalt repairs were completed.
  • Severely damaged sidewalks and gutters were fixed.
  • Two air stations were down in L12 and they have been replaced.

B. Follow-Up Items

There being none, the next Order of Business followed.


A. FEMA Update

The District Manager registered the CDD as a vendor which was the last task clearing the way for final obligation for reimbursement of Hurricane Irma cleanup expenses.

B. Financial Statements for August

The District Manager reviewed the report with the Board.

On MOTION by Supervisor O’Brien, seconded by Supervisor Schafer, with all in favor, the Board voted to accept the August Financials as presented.


There being none, the next Order of Business followed.

TWELFTH ORDER OF BUSINESS Supervisor Reports, Requests & Comments

  • Supervisor Whitten inquired about the pressure washing and asked if Premier Pressure Washing does it every year. The Field Manager explained that they have a three-year contract, and that they have special equipment. Supervisor Whitten said they did a poor job on the sidewalks. The Field Manager will pass along the comments to the vendor.
  • Supervisor Whitten also said that some grading was done where the fire station is going, and debris was piled onto the fence.
  • He also asked that the Field Manager speak with the contractors who may have done road damage while working in the community.
  • Supervisor Whitten also mentioned that there is concrete debris in the gutters and that metal plates in the cart crossings need to be tightened down.
  • Supervisor Schafer asked if someone will go with him next month to do the water samples since he is not running for reelection and his term ends in November.


There being none the next Order of Business followed.


There being no further Order of Business, and

On MOTION by Supervisor O’Brien, seconded by Supervisor Whitten, with all in favor, the meeting was adjourned at 9:42 a.m.

Next Meeting: October 26, 2020 at 8 a.m.

Secretary/Assistant Secretary
Chair/Vice Chair