MINUTES OF MEETING CELEBRATION COMMUNITY DEVELOPMENT DISTRICT

Transcription

1 MINUTES OF MEETING CELEBRATION COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Celebration Community Development District was held Tuesday,, at 6:30 p.m. at the Celebration Community Center, 851 Celebration Avenue, Celebration, Florida. Present and constituting a quorum were: Floyd McCollum John Gebhardt William Luosey Don McDonald Cliff Akey Chairman Vice Chairman Secretary Treasurer Assistant Secretary Also present were: Gary Moyer Jan Carpenter Mark Vincutonis Danny Bumpus Maria Fuentes Brad Bachman Jim Parker Brian Smith Scott Steinhilber Residents and Members of the Public Manager: Moyer Management Group Attorney: Latham, Shuker, Eden & Beaudine Engineer: Hanson Walter & Associates Bumpus & Associates Severn Trent Services Davey Tree The Celebration Company Severn Trent Services Hines Residential This is not a certified or verbatim transcript but rather represents the context and summary of the meeting. FIRST ORDER OF BUSINESS Call to Order Mr. McCollum called the meeting to order at 6:30 p.m. SECOND ORDER OF BUSINESS Roll Call Mr. Moyer called the roll and stated a quorum was present for the meeting. THIRD ORDER OF BUSINESS Pledge of Allegiance Mr. McCollum led the Pledge of Allegiance. FOURTH ORDER OF BUSINESS Administrative Matters and Announcements Mr. McCollum stated the Celebration Community Development District ( CCDD ) is a local unit of special-purpose government created pursuant to Chapter 190, Florida Statutes. This means we are a real, elected public government, just a special-purpose

2 government, limited to what the State laws allow us to do, as opposed to general-purpose governments, like Cities, Counties and States, that can do what they choose to do except what is prohibited by law. We are not the Enterprise CDD ( ECDD ), which operates the water company and is responsible for infrastructure in Celebration Place, Water Tower Place, and lands west of I-4. Nor are we the Residential Owners Association, known as CROA or the Non-Residential Owners Association, known as CNOA. Our primary responsibilities include the financing and construction of the community streets and alleys, street and alley lighting, stormwater management systems, walking trails, sidewalks, boardwalks, and some passive parks, plus the maintenance of those same facilities including the street trees, stormwater quality, and aquatic weed control. We are also responsible for some enhancements to Osceola County services, such as mosquito control and sheriff services. You can retrieve more information about the Celebration CDD, who we are, what we do, and what physical areas we are responsible for, how to get in touch with us, and review our public records on our website at Mr. McCollum stated please be careful not over fertilize or over water your landscaping, and know that there is already plenty of phosphate and nitrogen in the reclaimed irrigation water system. Please do not wash your landscape clippings down the storm drain or allow your contractor to do so. That additional organic matter is the primary contributor to the water quality challenges here in Celebration. Please remember if you use a landscape contractor, make sure they have a Green Industries Best Management Practices certification and a Limited Commercial Fertilization Application license. Please remember it is not acceptable to put signs in the CCDD right-of-way without our permission, and our staff is authorized to remove signs that are not approved. Please exercise extra care when driving in our alleys. These are not construction or property maintenance parking or work staging areas, nor are they high-speed cut throughs to get around slower traffic or stop signs. There are often children at play in or near these alleys. Remember that the speed limit in Celebration is 25 mph unless posted otherwise, and our stop signs in Celebration do mean stop. FIFTH ORDER OF BUSINESS Approval of the Meeting Agenda Mr. McCollum reviewed the meeting agenda and requested any changes or additions. 2

3 Mr. Gebhardt made a MOTION to approve the meeting agenda, as presented. Mr. McDonald seconded the motion. Upon VOICE VOTE, with all in favor, unanimous approval was given to the meeting agenda, as presented. SIXTH ORDER OF BUSINESS Public Comment Period There not being any, the next item followed. SEVENTH ORDER OF BUSINESS Consent Agenda A. Minutes of the September 16, 2014, Workshop and September 23, 2014, Regular Meeting Mr. McCollum reviewed the minutes of the September 16, 2014 workshop and the September 23, 2014 regular meeting requested any corrections, additions, or deletions. Mr. Gebhardt made a MOTION to approve the September 16, 2014, workshop and September 23, 2014, regular meeting minutes. Mr. McDonald seconded the motion. Mr. McCollum stated there were two minor corrections to the workshop minutes and three minor corrections to the regular meeting minutes, which I provided to Ms. Brenda Burgess, and she will incorporate them. Upon VOICE VOTE, with all in favor, unanimous approval was given to the September 16, 2014, workshop and September 23, 2014 regular meeting minutes, as amended. B. Invoices and Check Register Mr. McDonald made a MOTION to approve the invoices and check register. Mr. Luosey seconded the motion. Mr. Akey asked were the cones we purchased for Westpark? According to the check register, there was $740 for a dozen cones? Mr. Smith responded those were for the use of the utility staff when they are working out in the field. Mr. Akey asked will they stay in Celebration? Mr. Smith responded yes. 3

4 Mr. McCollum stated we had a charge for tablecloths and table skirts. I assume these are for the meeting room. It says it was for a CROA meeting. It is the same $84 that we usually pay to rent the room. Ms. Fuentes stated it probably was an error. I will check on this because they never gave us tablecloths and table skirts. Mr. Akey stated the invoice number is CCDD0814. Upon VOICE VOTE, unanimous approval was given to the invoices and check register, as presented. EIGHTH ORDER OF BUSINESS Contractor/Third-Party Reports and Presentations A. Major Contractor None this month There not being any, the next item followed. B. Celebration Lofts/1662 MultiFamily Scott Steinhilber Mr. Steinhilber stated I am with Hines. I want to thank Mr. Parker and Ms. Burgess for inviting me out here to present to the Board members about Celebration Lofts, which was formerly known as Lofts at Celebration. We recently changed the name to Aviva at Celebration. I just want to give you a quick overview of Hines and the project. I provided my contact information along with the gentleman I work with, Mr. Jon Wood. We both work in Winter Park and we cover the entire southeast for multi-family development for Hines. Hines was started in 1957 by Mr. Gerald Hines. We currently have 111 offices in 111 different cities, 18 countries, and 3,300 employees. We are a fairly large company and one of the largest privately held developers. Hines originally started out as an office builder, but in 1963, they started building residential. Since that time period, we have developed about 10,000 apartments, townhomes, and condominiums. We currently have 1,500 units in lease-up, 1,700 units in construction, and 4,200 units in pre-development or development throughout the United States. Some projects that you may be familiar with that we have done in the past is the Marriott Condo on Marco Island, the 55-story Wachovia financial center in downtown Miami, 2525 Ponce in Coral Gables, as well as acting as a development manager for the Frank Gehry Performing Arts Center in Miami Beach. We are just finishing up the performing arts center. The multi-family project that we currently have under development is Aviva of Coral Gables, which is a project that Mr. Wood and I are responsible for in Miami. Another one which is a project that we just completed in Atlanta, Georgia. All 4

5 of the other projects are in different parts of the country like in Pasadena, California; Dock Street Flats in Minneapolis, Minnesota; and WaterWall Place in Houston, Texas. As you can see, we have the United States pretty well covered. Aviva at Celebration is a 306-unit project, Class A garden-style community, which would target families with children, young professionals, and empty nesters. The project consists of six buildings, which are four stories. Each building has its own elevator and attached garages. We have a stand-alone leasing clubhouse with a resort-style pool behind it. We are located on Celebration Boulevard down toward World Drive. We started construction in August and just poured the clubhouse slab last week. We are looking forward to starting construction in 30 days. The right side of Celebration Boulevard has a deed restriction to be art deco. Therefore, all of our architecture will have an art deco theme and will look similar to the commercial buildings that are already in place. The average unit size is 944 square feet. The density is 22 units per acre, and the entire site is acres. We just hired Lincoln Property Company as our property manager who is the same property management company at Mirasol. They know your practices. We closed on the land in June and started construction in August. We are anticipating 12 months until we open the clubhouse and will move people in about July 2015, with project completion six months after that, or at the end of 2015, beginning of We are on the northeast corner of Celebration Boulevard and World Drive, and our entrance lines up directly with Evander Square. I provided some aerial photographs to give you a better idea of the property. The seller of our property retained the hard corner at World Drive and Celebration Boulevard. It is our understanding that he is planning a retail center. He has been telling us that he was hoping to start here in the next couple of months. Since there are more residents moving in down there, I think that it would be well served. Most of our units are one-bedroom units, about 48%. Then we have 43% two-bedroom units and 8% three bedrooms. It is a boutique-style clubhouse, like a hotel. It will have a state-of-the-art fitness center, internet café, sports lounge, and outdoor patios. The back door will be completely open with a NanaWall that will be able to flow directly outside. It gives a nice indoor/outdoor space, which so many people enjoy. There will be a resort-style pool. It will be a zero-entry pool that people will be able to walk into. It is a beach-style without the sand. We will have covered cabanas, summer kitchen with BBQ grills, and outdoor living room. One of our biggest amenities is our outdoor dog park and pet 5

6 parlor. We will have an area where people can take their dogs and cats and wash them in a 52-inch stainless steel tub to groom them, complete with blow dryers. That will be one of our amenities, as well. The interior premises will have granite countertops in the kitchens and bathrooms, stainless steel appliances throughout, hardwood plank floorings, and framed mirrors. I am anticipating one of our fast selling units to be our corner units, which have floor-to-ceiling glass on the corners with wrap-around patios. I think those are going to be highly desirable units. There will be 11 attached garages per building or 66 attached garages that will directly enter into the corridor so people will not have to walk outside in the rain. We are the only new complex that will have elevators to all of the floors for all the units. I attached a copy of the site plan so that you can understand the feel of the community. We have one entrance and exit for the entire project. We are shielding some of the parking along Celebration Boulevard with a large trellis to cut down the visibility of the parking. Southwest of the property along the I-4 right-of-way is our dog park and walking trail along the large pond. I also provided building renderings. Not all of my renderings have been completed based on the final design. The first rendering will give you a flavor for what we have. You can see the corner units with the large glass windows on the corner and the chevron pattern on the railings to give it the art deco feel. The bottom rendering is of the clubhouse that is being developed. The only thing that is missing is the landscaping. I also provided interior renderings of the clubhouse. Like I said, we are going for the boutique hotel feel. The upper left corner is a view from when you walk right into the clubhouse. It is a club room with four banquettes that people will be able to sit at. There will be two TVs on each side of the room. On the other side of the TVs will be two computers. We will have four computers so people can use them. The upper right hand corner is a picture of our sports lounge with three TVs along the wall, under-the-counter refrigerator, ice maker, and a large bar table top, which people will be able to sit at. The middle TV will be hooked up to surround sound so if someone wants to rent out the space for a Super Bowl party or something, they can have the center TV on and have it go through the sound system. The bottom picture is our fitness center. We will have all of the best equipment in there. Hopefully once we are farther along, I can come back to the Board and give you an update. If you have any questions, I would be more than happy to answer them. 6

7 Mr. Gebhardt stated thanks for coming in and giving this presentation. It is nice to have this information. You mentioned that the average unit is 944 square feet. What is the square footage of a typical one bedroom? Mr. Steinhilber responded we have studios. I think the studios are 741 square feet. Mr. Moyer asked can you provide us with the PowerPoint presentation so we can put it on the website? Mr. Steinhilber responded yes. I misspoke; we do not have any studios. The onebedroom unit is 744 square feet. Mr. Gebhardt asked what about the three-bedroom unit? Mr. Steinhilber responded 1,369 square feet. Mr. McCollum asked how long will you typically retain a property like this? Mr. Steinhilber responded usually we underwrite it for a three- to four-year hold and ultimately, depending on this economy, it could be three years, but if the economics do not make sense, it could be a five-, seven-, or ten-year hold. C. Security: Deputy Jerry Weiland Mr. Akey stated Deputy Weiland is at a class today. Tomorrow Captain Andy Lang, who is our coordinator with the sheriff s department, and I will be talking about the burglary on Spring Park Loop. We will also be talking about traffic. Captain Lang did have the motorcycle units in Celebration twice so far this month for traffic issues. They are patrolling some of the streets like Celebration Boulevard and Celebration Place. Deputy Weiland s primary objective continues to be general patrol and traffic. Based on some of the observations and details, I think things are getting better. I think we still have a ways to go. We need to pay attention to some streets. Stop signs are still an issue in some of the villages. Maintenance vehicles, delivery trucks, and commercial vehicles have a tendency to go through stop signs. Over the next couple of months, there will be some information and some emphasis on that activity. If anyone has any issues on your street or in your alley, please call Captain Lang or Deputy Weiland. They will follow up on it and try to resolve the issue. Captain Lang and I have spoken about the security cameras. We also talked about the second deputy. What he and I are thinking is that we probably need to come up with a long-term plan and present it to the Board. I believe everyone received a copy of Captain Lang s letter, which said that the sheriff was not going to house the software for the cameras on their server, which is slightly different than what my notes were when we first started that project. I thought that they were 7

8 going to house the software, but they are not. We are either going to start meeting weekly in person or via phone call to keep our communications in sync on security. If anyone has any items or anything they want us to follow up on when Deputy Weiland, Captain Lang, Ms. Fuentes, and I are meeting, send it to Ms. Fuentes and we can review it at our weekly discussions. D. Status of Maintenance Facility Plans and Next Steps: Danny Bumpus Mr. Bumpus stated since we last met, we tweaked the floor plan, but made a few minor changes. We did meet with the entire staff this afternoon. There will be a few more minor tweaks. We have a couple of areas that we need to work on. We inventoried all of the furniture. We will be reusing as much as the existing furniture in Mr. Smith s area as we can. It is nice furniture. We have plenty for Mr. Smith, Mr. Dennis Tenniswood, Mr. Russ Simmons, and the staff. We will be getting all new chairs for everybody. Everything up front is going to be new except for the glass table. We are moving along. We are not completed with the floor plan. We still have things to do. I would think within the next week or two, we will have all of that resolved. It seems like there are issues every other day, but it is going well. We are just not there with the floor plan. I provided the schedule to the Board members. Mr. Vincutonis has already made the submittals to Reedy Creek, The Celebration Company (TCC), and ECDD. His resubmittals, based on their comments, will be on November 3. About a week after that, Reedy Creek will send the SFWMD request in. We are slightly ahead on that. He is thinking that he can submit to the County on December 1. That is generally a three-week process. When we first started talking about this, we were trying to decide when to go out to bid to the contractors. We feel it is better to receive comments back from the County first, just in case they have anything of significance that we need to change. At the time of submittal on December 1, Mr. Vincutonis should receive comments back in three weeks, but then we are at Christmas and there is not much that we can do in that time period. What I have on the list is to send out plans on December 29, knowing that they are not going to review it, but at least they will have all of the plans. We will receive bids on January 27, which gives us four weeks to get bids together. By that time, we should have all of the permits approved. We would have already submitted to the building department for permitting. I checked the normal meeting schedule for January. That should give us about three weeks to receive bids and get the contract ready. If there is some issue, we can get it to them in the next month. That should be enough time to get 8

9 the contract to the Board. After that happens, we can start construction on March 15 and it will take seven months to complete construction, which brings us to October 1. That is the current schedule. Mr. Akey stated I know that we have had a few versions of this. Are you going to tweak another one? Mr. Bumpus responded yes. Mr. Akey stated I reviewed this one quickly. I looked at the office space that we have for Mr. Smith, Mr. Simmons, Mr. Tenniswood, and Mr. Moyer. Those four people almost have more office space than the four people who are in there Monday through Friday, eight hours a day. My main objective is to have nice work areas for the people who work there every day, eight hours a day. Hopefully they come out very nice. I noticed you have space on the plans for open office. What is your definition of open office? Mr. Bumpus responded the open office would be two or three modular desks. Mr. Akey asked comingled? Mr. Bumpus responded yes. We met with Mr. Smith, Mr. Simmons, Mr. Tenniswood, and Mr. Moyer today, and they share the same observation. That is the area we need to work on. We are basically finding when a customer comes up to the counter, which is open, they can see Ms. Rosemary Tschinkel, Mr. Danny Gonzalez, and Ms. Fuentes through a glass window. Mr. Akey stated I am sure you are much more familiar with open office space than I am. I have worked in an open office space and after two and a half months, I said no. I would be on the phone and hear every single conversation. I have always found that to be difficult to work in. I sat in it for two or three months. Maybe you are in an open space where you are right now, but the noise can become an issue. Mr. Bumpus stated that is what we noticed today and noticed before. Mr. Akey stated I know that some offices have put glass in. Mr. Bumpus stated that is what we are looking at. Mr. Akey stated we did it and you hear every word. Are you coming back again with another drawing? Mr. Bumpus responded yes. 9

10 E. The Celebration Company s Representative Mr. Parker stated I do not have a lot more to report from last month in regard to Parcel C-15. There are two different projects. The first project is a pond reconfiguration situation, and they are also cutting a turn lane to come off U.S. Hwy 192. The second project will be when the developer goes in to develop the parcel. Right now, it is still in that first phase where they have reconfigured the pond. The drain pipes are cut in from U.S. Hwy 192. The actual cut-in was surveyed today. In the next week or so, you will see where the turn lane comes in off U.S. Hwy 192. I just want to make sure that you know that they are two separate projects and they are permitted separately. As we move down Celebration Boulevard, you just heard the presentation for the Lofts. We have the Emerson project that opened up a couple more buildings over the past month and it is moving along nicely. For the Faison project, they have all of their certificates of occupancy, and that building has a shell back to it again. They are on schedule for December or January to have that building completed. Beyond that, we have nothing new going on. Mr. Luosey asked what is the status of the retail parcel on the corner? Mr. Parker responded there has always been a retail parcel. Mr. Luosey asked have they reached out to you to begin construction? Mr. Parker responded the people who purchased that particular parcel are the same people that bought the retail parcel. That particular parcel was in foreclosure several years ago. A company called DCS took it out of foreclosure. They kept one piece and sold the other piece off to the apartments. We have had some early discussions. They asked for a design architect. That is extent of where it is at. Mr. Akey asked does TCC function as the project manager for the pond reconfiguration or is it someone else? Mr. Parker responded the developer has their own project manager. Mr. Akey asked is the oversight by the County? Mr. Parker responded yes. Mr. Gebhardt stated for the U.S. Hwy 192 project, you mentioned a turn lane in from U.S. Hwy 192. Will there be one out as well? Mr. Parker responded yes, it is 10

11 NINTH ORDER OF BUSINESS Action Items for Approval A. Use Application for Town of Celebration Marathon Mr. McCollum stated there will be a Town of Celebration marathon on January 25, Mr. Gebhardt made a MOTION to approve the use application for the Town of Celebration marathon on January 25, Mr. McDonald seconded the motion. Mr. Gebhardt stated I would like to compliment them for what they did last year. They raised a substantial amount of money for charity. I am glad they are providing this again. Upon VOICE VOTE, unanimous approval was given to the use application for the Town of Celebration marathon, as presented. B. Use Application from the Rotary Club for Fundraising Marathon Mr. McCollum stated this marathon is in a couple of days, on October 25. Mr. Gebhardt made a MOTION to approve the use application from the Rotary Club for a fundraising marathon on October 25, Mr. Luosey seconded the motion. Mr. McCollum stated there are actually two use applications and I am not sure why. They are not the same, although the use is the same, but there are different attachments. I think the dates may have even been different. I just want to make sure that we are voting on the correct item. Mr. Moyer stated they are both for October 25. Mr. McCollum asked does one just have more data attached? Mr. Moyer responded that is correct. Mr. Luosey stated I did not get this until today and did not get a chance to look at it. Do we have any information? Mr. McCollum responded the second event proposal has a map attached to it. Is there anyone here from the Rotary Club? Mr. Akey responded no. Mr. Luosey stated it says that they are expecting between 500 and 700 vehicles. 11

12 Mr. Moyer stated keep in mind, they staged this out of Celebration Health. Mr. McCollum stated parking will not be an issue. They have done this before. Mr. Akey stated they did it last year. This year, they are going to have more deputies present and six community patrol volunteers. Captain Lang will also be present. Mr. Luosey asked who are they giving their money to? Mr. Akey stated I do not know. For any of these, I do not think we know how they disburse their money. Mr. Luosey stated we know that the other one is going to charity. Mr. Gebhardt stated the Rotary Club picks a different recipient each year. Mr. McCollum stated they may even break it up into different entities. Mr. Luosey stated it looks fine. I am just wondering why we are receiving this now. Mr. McCollum stated I do not know. Was there no conversation with the office beforehand? Mr. Moyer responded no. Mr. McCollum stated I guess it was overlooked. They have run this event before and I do not recall there being any issues. Mr. Luosey stated my only concern is getting this at the last minute. Mr. Akey stated I have been in it a couple years. We did receive this at the last minute and I think they just overlooked it. Mr. Gebhardt stated they call it a marathon, but it is not 26 miles. Mr. McCollum stated it is a 10K and a 5K. Mr. Gebhardt stated I believe that they have run this several times before. Mr. Akey stated it has been a number of years. Mr. McDonald stated it would be nice to have some warning. Mr. McCollum stated that would be my only comment. I am going to assume, knowing the Rotary Club, that it just got missed. I cannot imagine it was done on purpose. Something just happened and we have it now. They have run it in the past and there has not been an issue. There is no one here from the public to speak against them. Mr. Akey stated I have been out there as a volunteer to assist them. This year, I asked them to have more volunteers. They do have six community volunteer patrols, the deputy patrols, Captain Lang, and two or three other details. From that perspective, they did react to that. 12

13 Mr. McCollum stated I think maybe staff should ask them to get their request earlier next year instead of four days prior to the event. Upon VOICE VOTE, unanimous approval was given to the use application from the Rotary Club for a fundraising marathon, as presented. C. Use Application from Lexin for Now Snowing Holiday Event Mr. McDonald made a MOTION to approve the use application from Lexin for the Now Snowing holiday event. Mr. Luosey seconded the motion. Mr. Akey stated the application says Lexin will provide trash pick-up. Does that include the power washing and trash pickup on the promenade? That gets pretty messy during those two months. If we are doing it, Girard is not going to be out there picking up trash from the streets. I do not remember who was doing that. Mr. Smith responded they will clean the esplanade. We get people down there walking on the esplanade so there is normal maintenance. If there is major cleanup, they will take care of it. Mr. McCollum asked has there been any damage to the shade structure or does it get repaired when they put up the Santa house? Mr. Smith responded minor damage, but nothing major. There were some scratches. They are pretty good about getting with me to see if we need to do anything. Upon VOICE VOTE, unanimous approval was given to the use application from Lexin for the Now Snowing holiday event, as presented. D. Proposal from Hanson Walter for Additional Work Related to the Office Expansion and Accommodating the Gas Line Easement Mr. McDonald made a MOTION to approve the proposal from Hanson Walter for additional work related to the office expansion and accommodating the gas line easement in the amount of $2,475. Mr. Luosey seconded the motion. 13

14 Upon VOICE VOTE, unanimous approval was given to the proposal from Hanson Walter for additional work related to the office expansion and accommodating the gas line easement in the amount of $2,475, as presented. E. Proposal from Cardno ENTRIX for Gopher Tortoise Relocation Mr. McDonald stated we have to move those tortoises. low. Mr. McDonald made a MOTION to approve the proposal from Cardno ENTRIX for gopher tortoise relocation in the amount of $1,450. Mr. Luosey seconded the motion. Mr. McCollum stated I noticed the liability is limited to their $1,450 fee. That seems Ms. Carpenter responded we have an addendum that we generally give to the District manager to add to the contract. Mr. McCollum stated I noticed that the removal rate was not in the contract. Mr. Vincutonis stated they had given me a quote of $2,000 to $2,500 per day to relocate up to ten turtles a day, depending on how many there are and how big they are. That would be the range once we determine how many there are. Mr. McCollum asked are you satisfied with the backup you have? Mr. Vincutonis responded yes. Upon VOICE VOTE, unanimous approval was given to the proposal from Cardno ENTRIX for gopher tortoise relocation in the amount of $1,450, as presented. F. Spring Lake FDOT Fee Simple Area Mr. McDonald made a MOTION to approve the easement for the Spring Lake FDOT fee simple area. Mr. Gebhardt seconded the motion. Mr. McCollum asked is there anything new from the workshop? Mr. Vincutonis responded no. I just had some follow-up discussion with Ms. Carpenter s office. She was going to try to reach out to the FDOT attorney and ask some general questions to get a better understanding of their part. Ms. Carpenter stated we have not heard from anyone yet. I am not sure how much detail you got into on this. 14

15 Mr. McDonald stated probably more than we wanted. Mr. McCollum stated Mr. Vincutonis went through it. Ms. Carpenter stated we are just trying to figure out if there was a conveyance and to make sure between FDOT and the developer that everyone is clear on that before we agree to anything. It should be a relatively simple fix one way or the other once we determine the best way to fix it. Mr. Gebhardt asked does any of what is still up in the air affect the motion? Ms. Carpenter responded no. This is not the acceptance of the property. The motion would be to authorize the execution of the easement or whatever is necessary to clear the title and get the ownership and easement in the right hands. Mr. McDonald amended the MOTION to authorize the execution of the easement and any documentation that is necessary to clear the title and correctly identify the ownership and easement of the Spring Lake FDOT fee simple area. Mr. Akey seconded the amendment. Upon VOICE VOTE, unanimous approval was given to authorize the execution of the easement and any documentation that is necessary to clear the title and correctly identify the ownership and easement of the Spring Lake FDOT fee simple area. G. Invoices from Celebration Associates for the Technology Initiative for Reimbursement to CROA Mr. McDonald made a MOTION to approve the invoices from Celebration Associates for the technology initiative for reimbursement to CROA. Mr. Luosey seconded the motion. Mr. Akey stated in looking back in the minutes, I asked Ms. Amy Westwood about the Comcast onsite representative. She said that she was going to look into that and they were going to pursue it. I am going to her and ask her what the status is. Mr. McDonald stated that seems reasonable. Mr. McCollum stated we are still missing backup for five invoices. The motion should be conditional approval. As soon as it is satisfied by staff, they can just release payment. They do not need to bring it back to the Board. 15

16 Upon VOICE VOTE, unanimous conditional approval was given to the invoices from Celebration Associates for the technology initiative for reimbursement to CROA, subject to receiving details on five invoices. H. Review and Consideration of Landscape Maintenance Bids Mr. Smith stated you received a summary document for the bids as well as the bid packages, as well as the reference information. form. Mr. McCollum stated we were all asked to score the companies on the evaluation Mr. McDonald stated I ranked Girard #1, Davey #2, Premier #3, PROscape #4, Servello #5, and Blades of Green #6. Mr. Gebhardt stated I ranked Girard #1 and Servello #2. Mr. McCollum stated I ranked Girard #1, PROscape #2, Servello #3, Davey #4, Blades of Green #5, and Premier #6. Mr. Akey stated I ranked Girard #1, Davey #2, Blades of Green #3, PROscape and Servello tied at #4, and Premier #6. Mr. Luosey stated I ranked Girard #1, PROscape #2, Davey #3, Servello #4, Blades of Green #5, and Premier #6. Ms. Carpenter stated I will ask the Board members to provide all the ranking forms to Mr. Moyer for the public record with your name on them. Mr. Moyer stated the way I did it was, I added all of your rankings and took the lowest total score and went up from there. Based upon the Board s scoring, Girard is #1 receiving a score of 5 as the #1 ranking from all Board members, Davey is #2 receiving a score of 15, PROscape is #3 receiving a score of 15.5, Servello is #4 receiving a score of 18, Blades of Green is #5 receiving a score of 24, and Premier is #6 receiving a score of 27. Mr. McCollum stated we can make a motion to award Girard s contract for landscaping for the next two years. It is a two-year contract with two extra years. Mr. Gebhardt made a MOTION to rank the landscape bids as Girard #1, Davey #2, and PROscape #3 and to award a contract to Girard for two years with optional renewals. Mr. Luosey seconded the motion. Mr. Gebhardt asked how does the two-year extension work? 16

17 Mr. Moyer responded it is a renewal option. Mr. Gebhardt asked is it a mutual option? Mr. Moyer responded yes. Mr. McCollum stated the one thing that we discussed at the workshop was on that second year if we need to cut it short so that we can get the bid upfront to coincide with a November 1 start instead of a January start. Mr. Moyer stated right. Mr. Akey stated we can set it so it does not end in December. Mr. Gebhardt stated instead of it being two years, it can be 21 months. Mr. McCollum stated I think it goes from year to year. Mr. Smith stated yes. Mr. McCollum stated it is one year and then another year and I think we would negotiate the options. Mr. Smith stated we will negotiate for two, one-year renewals. Mr. Gebhardt asked should the contract we offer, instead of being 24 months, can we make it 21 months? Mr. McCollum stated it is two years for the contract and then one-year renewals. The renewals would be one year and then nine months. At the end of the third year, we could both say never mind. Mr. Gebhardt asked I guess my point is, if we are trying to get it down to a November cycle, should we put the November cycle in the first two-year contract? Mr. McCollum responded I see what you are saying. Mr. Gebhardt stated the other contracts would just be for one year. It would be one year from November 1 instead of January 1. We take the three months out of the first two-year contract. Does that work better? Mr. Moyer responded yes. I am fine with that. Mr. Gebhardt stated so we would be voting on a 21-month contract with two, oneyear extensions. Mr. Moyer stated we can go through this process in March, April, or May. Mr. Luosey stated it would be adjusted pricing. Mr. Akey asked what is the start date? Mr. Moyer responded January 1,

18 now. Mr. McCollum stated as Mr. Luosey said, we would adjust those contract numbers Mr. Gebhardt stated I presume it would be prorated for the months of August, September, and October. Are those months busier or less busy than other months? Mr. Smith stated we would do the one-year option until October and the next extension would be for nine months. Mr. Gebhardt stated you are saying that we are better off doing the contract for two years and then adjust it on the first extension. Mr. Luosey stated then we are back in the same situation. Mr. Gebhardt stated the difficulty is that we do not have a number. Ms. Carpenter stated the two-year term should be the initial contract term. Mr. Gebhardt stated that is what we have the bids for. Mr. McCollum stated exactly, otherwise the numbers are not right. Mr. Gebhardt stated August, September, and October are probably heavier months. Mr. Smith stated the summer months are heavier. October goes to three mowings and November goes to two mowings, so it does slow down a bit. Mr. Akey stated actually we are getting the bid package out earlier this time. We are sitting here in October versus last time, we were sitting here in December talking about it. Mr. Moyer stated keep in mind that we can bid it anytime. We can bid it three months early. Mr. Akey stated you can bid it in July or August. I like that idea better than sitting here in December. Mr. Luosey stated basically we stay with the two years. Mr. Akey stated yes and when it comes up, we will send the bid package out at the end of August or earlier. Mr. McCollum stated I noticed that Premier had a deduct of $50,000. No one else took that deduct. If you all read that closely enough, the deduct was to locate onsite. No one else will be located onsite, meaning they will need to have their own facilities. Come January 1, 2015, Girard should be vacating offsite. Mr. Akey stated there must be some confusion on that item. Mr. McCollum stated it was clear in the bid package. Mr. Akey asked was that the intent? 18

19 Mr. Smith responded the intent was for us to know what the cost would be if they chose to use our facility. That does not preclude them from using the facility. Mr. McCollum stated it says Shall not provide a facility. Mr. Smith stated we do not have to provide one. Mr. McCollum stated the deduct was to let them use our facility. We did not get anything back except from Premier. Mr. Smith stated the intent was to see what the deduct would be if we did have a facility so we could understand how it affected the contract. Once we do have a facility and we want to put them in there, we go to another contractor and ask what they are willing to give us or to deduct from the contract to move in there. Mr. McCollum stated I guess that is what I am saying. We all know that the bid was higher. It basically wipes out our contingency. That is how that works. Right now they are using our facility. They bid it saying they are not going to use our facility and are not going to give a discount to use our facility. They should not be using our facility. Their price went up 12%. Mr. Smith stated it would be nice to have the rest of the contractors give us that dollar amount. Mr. McCollum stated we had one that did. Mr. Smith stated then we can say this is roughly what it would cost. This is what it would cost them now to house themselves somewhere. Mr. McCollum stated sure. Mr. Smith stated if they are using our facility, then that is the value that we can get back somehow from that contractor. Mr. McCollum stated exactly. That is my point. We are eating up our contingency. Mr. Luosey stated they bid it like they were not going to use it. Mr. McCollum stated correct. That is how it was bid. Mr. Moyer stated I think you told Girard exactly that. They are not using our space. Tell them if they want to use the space, they need to pay for it and see what they come back with. Mr. McCollum stated exactly. That is my point. Mr. McDonald stated the way I read it was we would end up renting it to them. Mr. Luosey stated so we will recoup some of the funds. 19

20 Mr. McCollum stated that is where I am heading with this. We are using up our contingency. If they want to stay there, we should be getting some of it back. Mr. Luosey asked would that be effective January 1? Mr. McCollum responded yes. Mr. Luosey stated they need to get off of our property. Mr. Smith stated they are not on our property. Mr. McDonald stated they are on TCC s property. Mr. Parker stated no, we do not have a license agreement with them. Mr. Smith stated they use the storage facility. The only thing that they are doing there is staging. They pull all of their guys together and they all make a plan and leave. Unlike Davey who has a facility there, Girard does not have a facility. It is a laydown area. Mr. McCollum stated on January 1, there should not be any issue and there should not be an issue when we move into the new building. Mr. Parker asked are you saying that they will have a facility on January 1 of some sort of can be there? Mr. McCollum responded no, that is our contract run date. I just wanted the Board to understand some of these numbers because we were using up our contingency. Mr. Gebhardt asked will we specifically notify them? Mr. McCollum responded yes. We have not executed the contract yet. Mr. Smith stated we are not providing them with any facilities. Mr. Luosey stated if we are not providing it now, that is fine, but when the new contract goes into effect, we can talk to them. Mr. Moyer stated we have representatives from Davey here. I suggest opening up the meeting for discussion or comments. Mr. Bachman stated I am here representing Davey Tree. I appreciate and respect you for allowing us to bid the property. We obviously want to get this project. We have not looked at the bid packages, but we are looking at the way Girard has bid the project. Based on the scope on past budgets, I actually feel that you are getting a good deal with them. You are getting discounts in the sense that I think that they are providing 22 cuts to the Bahia right now and 40 cuts for St. Augustine. 20

21 Mr. Smith stated they are doing 40 cuts on the Bahia. The lower level of Bahia is for outlying areas. Bahia is cut at the same frequency as St. Augustine if it is in a difficult area. Mr. Bachman stated when we looked at the bid, we noticed that all of the St. Augustine and Bahia were 40 cuts. If you look at the reduction at what Girard is giving you right now versus what the specification was and we understand that the specification was done the way it was to compare apples to apples then there would be a reduction in cost based on the breakdown. I just wanted to bring that to your attention. We appreciate the fact that we are here. Mr. McCollum stated thanks for coming out. Mr. Akey stated we have a workshop in November. I would like to extend an invitation to Girard s owners to attend that meeting to do a formal presentation and discussion. They came out before and it might be a good time for them to come out again. Mr. McCollum stated we can have them come out as a major contractor at the regular November meeting. Mr. Akey stated that would be fine. I would like to invite their management team. Upon VOICE VOTE, unanimous approval was given to rank the landscape bids as Girard #1, Davey #2, and PROscape #3 and to award a contract to Girard for two years with optional renewals. I. Proposal from Bumpus & Associates for Work Related to Celebration Avenue Bridge Mr. McDonald made a MOTION to approve the proposal from Bumpus & Associates for work related to the Celebration Avenue bridge in the amount of $300. Mr. Luosey seconded the motion. Mr. Akey asked is there a timetable for this bridge? Mr. McCollum responded we are waiting to pull the permit. Mr. Vincutonis stated the MOT has been submitted and we are waiting for them to review it. Mr. Akey asked if all goes well, when is the anticipated completion date? Three months? Nine months? 21

22 Mr. Smith responded as soon as we receive the permit, we will get to work. In two weeks, we will be able to get one mock-up done. From that period, you probably have a month on one side and a month on the other. Mr. Akey asked do you think you will be done by the end of March? Mr. Smith responded yes. Upon VOICE VOTE, unanimous approval was given to the proposal from Bumpus & Associates for work related to the Celebration Avenue bridge in the amount of $300, as presented. J. Proposal from Bumpus & Associates for Additional Work Related to the Office Expansion Mr. Gebhardt made a MOTION to approve the proposal from Bumpus & Associates for additional work related to the office expansion in the amount of $22,260. Mr. McDonald seconded the motion. Mr. Gebhardt stated I just want to point out for the audience that a lot of these items like this are discussed at the workshop, which is a public meeting. We discuss it there and then it comes here for a vote. We do not vote on anything at the workshop. If it seems like some of these things are not discussed thoroughly, that is why. They have been discussed before. Upon VOICE VOTE, unanimous approval was given to the proposal from Bumpus & Associates for additional work related to the office expansion in the amount of $22,260, as presented. TENTH ORDER OF BUSINESS Regular Reports A. District Manager i. Financial Statements Mr. Moyer reviewed the financial statements, which are included in the agenda package and available in the District Office for public review during normal business hours. Mr. Moyer stated the financial statements are through September 30, which was the close of our fiscal year. The numbers that you are looking at are for 12 months. On the revenue side, we budgeted $3,420,000 and we received exactly what we budgeted, except that we are good by $670. On the expenditure side, administrative expenses are $11,000 22

23 over budget, that is primarily accounted for by the engineering work Mr. Vincutonis and his staff have done on our behalf with the building and the bridge. The Board is aware of why that item would be over budget. Public safety is slightly over by $13,182 for special events. Physical environment, which is water quality, aquatic control, pest control, and wetlands control, we were under budget by $44,000. Similarly on flood control, we were under budget by $27,288. Field services, which is what the Chairman was referring to, we ended up being under budget by $102,000, but that contingency number was driven primarily by the landscape maintenance contract. That now is going up $100,000. In future budgets, there will not be that contingency item. On road and street facilities, we are under budget by $59,000. We had a busy year and even with all of that, we still were able to add $381,000 to fund balance. Mr. Akey stated on the contingency, a significant portion was the maintenance contract, which went down quite a few dollars going from Davey to Girard. We picked up additional items, like the sheriff services and temps. I ran some Excel spreadsheets and mine must be wrong because they are not tying out. I am going to send you an with the format and have you plug in the numbers because I am still confused about the contingency and how we got down to $100,000. We only had the sheriff services for a year and a half, and we had the temps for a couple of years. We actually had the maintenance contract dollars for four years. Mr. Moyer stated Ms. Fuentes can ask the accountants to print out what is in the miscellaneous category so we can see every expense. Mr. McCollum stated other items have increased if you look at the budget. Mr. Akey stated I would like to have a full accounting. On the balance sheet in July, unassigned went from $4.1 million to $3.7 million. Can you give us a brief explanation on how that occurred? Is that a timing issue? Mr. Moyer responded it is a timing issue. We receive our funding starting at the end of November and early December. Most of it comes in by the end of March. Then we have very little come in after March. We will draw down on that fund balance monthafter-month to cover the operating expenses. Mr. Akey stated the other numbers are assigned and stay the same, such as the operating reserve, disaster relief, reserve for roads, and reserve for sidewalks. I assume roads are alleys. Then we have our reserve for self-insurance. Could that number be 23

24 impacted by the timing of the payment of bills, if we get a contractor s bill twice in the same month? Mr. Moyer responded it could be. You get most of your money in the first six months and you spend it in the last six months. B. Field Operations i. Monthly Highlight Report Mr. Smith reviewed the monthly highlight report, which is included in the agenda package and available in the District Office for public review during normal business hours. Mr. Smith stated if you look at our field work assignment schedule at South Village and Roseville Corner, it looks like we are behind. If you look at Celebration Village, you can see that we got bogged down on sidewalk repairs. As you can see in Celebration Village, we have 75 sidewalk replacements. The guys are working on that and as soon as we are done and 95% complete, we will go through the rest of the villages fairly quickly. By the end of the year, we may not have all of them done, but we will be in good shape. In some of these other villages, you have seven grindings or ten replacements compared to the higher number in Celebration Village. Other than that, we are doing well. Mr. Gebhardt stated I saw some replacements on Celebration Avenue. Will those be completed before Halloween? Mr. Smith responded yes, they have been poured already. We are going to start going around and painting any sidewalks orange that need to be taken care of. Mr. Gebhardt stated I was just concerned because I know that is a heavy traffic area. Mr. Smith stated we have done quite a bit of work on Celebration Avenue. Mr. Akey stated overall, I think the community looks good. You have to catch up on some things. I would give us a B rating. I know some of the areas may be remote that we have not gotten to. I know you talked about the ones in the remote area and I agree with that, but I did look and they do pay the same rate structure. Because they are remote, they do not pay a lesser fee. A few of them need to get caught up. You probably never get caught up, but would you say that you are in good shape? Mr. Smith responded once we complete all of the grinding and sidewalk repairs in Celebration Village, then we free up these guys so I can start hitting all of the corners. 24