Draft Meeting Minutes for March 27, 2023
Colonial Country Club
Community Development District
The regular meeting of the Board of Supervisors of the Colonial Country Club Community Development District was held on March 27, 2023 at 2:00 p.m. at the Colonial Country Club Activity Room in the Community Center on 9171 Independence Way in Fort Myers, Florida and also via web conference.
Present (or attending via web conference) and constituting a quorum were:
Tim Worthington – Chair
Sally Hefti – Vice Chair
Howard Klein – Assistant Secretary
Giovanna Scuderi – Assistant Secretary
Joe Zajac – Assistant Secretary
Residents
Also present (or attending via web conference) was:
Cal Teague – District Manager, Premier District Management (PDM)
Chris Pepin – Field Manager, Community Field Services
The following is a summary of the actions taken at the Colonial Country Club Community Development District (CDD) Board of Supervisors meeting.
FIRST ORDER OF BUSINESS Call to Order and Roll Call
The Colonial Country Club Community Development District Meeting was called to order and District Manager Teague called the roll. All Board members were present. Also attending was Cal Teague, District Manager, of PDM and Some Residents. Chris Pepin, the Field Manager, attended via web conference.
SECOND ORDER OF BUSINESS Approval of the Agenda
Add 6C Aerator Repairs
On MOTION by Chair Worthington, seconded by Supervisor Zajac, with all in favor, the Board accepted the Agenda, as amended.
THIRD ORDER OF BUSINESS Audience Comments on Agenda Items
Bob Harvey, Colonial Country Club Treasurer, commented that he has been receiving emails from homeowners regarding assessments. District Manager Teague stated that there is information on the website, and residents can also contact him if they have questions. There was discussion on how assessments are determined, and it was stated that information on assessments should be forwarded to residents.
FOURTH ORDER OF BUSINESS Approval of Meeting Minutes
A. Draft Regular Meeting Minutes February 27, 2023
Line 2 Remove “Media Room in the Ballroom”
Line 24 Change “CDD will authorize” to “CDD may authorize”
On MOTION by Vice Chair Hefti, seconded by Supervisor Scuderi, with all in favor, the Board approved the Draft Regular Meeting Minutes from February 27, 2023, as amended.
FIFTH ORDER OF BUSINESS Old Business
District Manager Teague and Field Manager Pepin reviewed the following and action was taken:
A. New Aerator Maintenance Bid
District Manager Teague stated that there are quotes from both Pristine Lakes and Premier Lakes.
B. New Fountain Maintenance Bid
District Manager Teague stated that Pristine Lakes quoted $6,770 for both the aerator and the fountain, and Premier Lakes quoted $7,884. He stated that the CDD is currently paying Crystal Clear $8,000. Field Manager Pepin stated that he has had experience with Premier Lakes, and is very happy with them, but he has had no experience with Pristine Lakes. After discussion, the Board approved the proposal from Premier Lakes.
On MOTION by Chair Worthington, seconded by Supervisor Klein, with all in favor, the Board approved entering into a contract with Premier Lakes for an aerator and a maintenance fountain, not to exceed $7,884.
C. Benchmark Simplified Quarterly Water Analysis Results
The report was in the Agenda packet, which stated that all the waterways are in the good range of the trophic index, except for Lake 11. This lake is in borderline good to fair condition because of elevated nitrogen and phosphorous levels. There were no questions on the report.
SIXTH ORDER OF BUSINESS New Business
A. New Proposal for Dead Trees Removal Along Lake 50
District Manager Teague stated that Pristine Lakes had quoted a not to exceed amount of $4,950 for the project.
On MOTION by Vice Chair Hefti, seconded by Chair Worthington, with all in favor, the Board approved the removal and disposal of dead trees along Lake 50 by Pristine Lakes, not to exceed $4,950.
B. Revised Proposals for Preserve Maintenance
Two companies submitted proposals, which adjust the frequency of preserve maintenance from quarterly to semi-annually, as suggested by Field Manager Pepin. Comparatively, the current contract is for $46,060 for quarterly treatments. The proposals submitted were:
Pristine Lakes quoted $35,830.During their inspection they noted 80 acres near I-75 that would need quarterly maintenance until the Old-World Climbing Fern, which tends to spread quickly, has been treated sufficiently, and they have begun treatment. The remaining acreage would be treated semiannually.
Aqua Preserve quoted $32,250. They made no mention of the Old-World Climbing Fern, which needs additional maintenance, and Chris had notified them of the needed treatment. They sent out a crew to treat it, but Chris stated that they should have treated it initially in their first maintenance event. Because of this and the lack of communication, Chris did not recommend this company.
On MOTION by Supervisor Zajac, seconded by Chair Worthington, with all in favor, the Board awarded Pristine Lakes as the vendor for preserve maintenance for 1 year, with a mixture of quarterly and semi-annual treatments in the preserves.
The Board requested that the contract specify a one year agreement, which staff will revise in the contract.
C. Aerator Repairs
One time necessary aerator repairs were approved. Chris stated that a disclaimer should be included concerning the repair on Lake 32. It was decided that if field management finds that the pvc pipe under repair needs replacement, the Board understands that costs will be revised.
On MOTION by Supervisor Scuderi, seconded by Supervisor Klein, with all in favor, the Board approved one time necessary aerator repairs by Premier Lakes, not to exceed $2,881, with a disclaimer specifying an increase of the proposal for the necessary replacement of a pvc pipe on Lake 32,if needed.
SEVENTH ORDER OF BUSINESS District Manager
A. FEMA Reimbursement Update
District Manager Teague stated that there has been $10,000 submitted to FEMA to date, which includes trash cleanup and the scheduled stormwater management system inspection. He expects the total reimbursement requests to be approximately $75,000.
B. Financial Report for February 2023
District Manager Teague reviewed the Financials,
He stated that 94% of the assessments have been collected. He also stated that the interest budgeted had been $250 for the year but they are now receiving 4%, and they have received $17,768 to date. He additionally stated that the account at Iberia has been totally closed, and the annual payment to Pulte of $18,752 will be paid off this year, and will be used in future years to affect debt collection shortfalls.
Supervisor Klein requested a copy of the fixed asset detail schedule, which will be forwarded to him.
On MOTION by Supervisor Klein, seconded by Vice Chair Hefti, with all in favor, the Board accepted the Financials for February 2023, as presented.
C. Arbitrage Report 2023
District Manager Teague stated that this is a requirement of the bond indenture and is also required by the IRS, which needs calculations ensuring that the District is not making money on surplus debt funds, and the Board accepted the report’s preparation.
D. FY 2024 Budget Preparation Discussion
District Manager Teague stated that the draft Budget with the Board’s goals will be sent to the them before the next meeting.
EIGHTH ORDER OF BUSINESS Field Manager
A. Current Field Inspection Report
Field Manager Pepin reviewed his report, and he stated that the lakes are in overall good condition, except for the increase of weeds and other vegetation in some lakes, which is being treated.
There are still issues with a fountain on Lake 28, which will be addressed.
Landscaping in various areas has been addressed, and American Shoreline will address erosion repair that was requested in late summer.
A tree in the preserve is encroaching into a property, and it will be removed. Also, Gonzalo recommended quarterly treatment of an exotic vine near the boardwalk, which will be completed.
Educational signs are continually being removed when they have faded.
Excessive vegetation in the butterfly gardens is being addressed, and plantings will be completed before the rainy season.
Sewer View will hopefully complete the requested inspection of the stormwater management system in April, which will take approximately 2 weeks.
They are waiting on a proposal from Carter Fence to address the perimeter fencing issues.
B. Follow up Items
i. Aerator Repairs Lakes 7, 10, and 33 and New Installations Updates
Chris reported that Crystal Clear replaced the compressor on March 21st, and the lights for the fountain on Lake 28 will be replaced on March 23rd.
He stated that power installation on the aerators for Lake 17 has been completed, and Chris is just waiting for FPL to connect the power to the transformer for Lakes 7,10, 18, and 33. He would like the new maintenance company to submit a proposal for installation of the 2 new systems, so that the return of Solitude is not needed, and the Board agreed.
ii. Boardwalk Repairs Update
The necessary repairs on the boardwalk will be addressed, and they can be completed in two days.
iii. Trash Cleanup
Chris stated that there had been the need for additional trash cleanup, which was addressed on March 21st.
C. Project Tracking Log
The log was submitted, and there were no questions.
NINTH ORDER OF BUSINESS Attorney
District Manager Teague stated that Attorney Greg Urbancic had reported that the legislature had approved that advertising in the newspaper is no longer required, as long as public advertising or notice is published on a website. Greg stated that the County has not established the policy as of yet.
TENTH ORDER OF BUSINESS Engineer
There was no report from Engineer Sam Marshall.
ELEVENTH ORDER OF BUSINESS Supervisor Requests/Comments
All Supervisor requests and comments were covered earlier in the meeting.
TWELFTH ORDER OF BUSINESS Audience Comments
There were no Audience comments.
THIRTEENTH ORDER OF BUSINESS Adjournment
On MOTION by Supervisor Zajac, seconded by Vice Chair Hefti, with all in favor, the meeting was adjourned at 3:02 p.m.
The Next Regular Meeting will be on April 24, 2023 at 2:00 p.m.