Draft Meeting Minutes for February 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 February 27, 2023 at 2:00 p.m. at the Colonial Country Club Media Room in the Ballroom at 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
Also present (or attending via web conference) was:
Cal Teague – District Manager, Premier District Management (PDM)
Chris Pepin, Community Field Services
Patrick Tohill – Golf Course Superintendent
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 Patrick Tohill, Golf Course Superintendent. Attending via web conference was Chris Pepin, the Field Manager.
SECOND ORDER OF BUSINESS Approval of the Agenda
On MOTION by Chair Worthington, seconded by Supervisor Zajac, with all in favor, the Board accepted the Agenda, as submitted.
THIRD ORDER OF BUSINESS Audience Comments on Agenda Items
There were no Audience comments on Agenda items.
FOURTH ORDER OF BUSINESS Approval of Meeting Minutes
A. Draft Regular Meeting Minutes January 23, 2023
On MOTION by Chair Worthington, seconded by Vice Chair Hefti, with all in favor, the Board approved the Draft Regular Meeting Minutes from January 23, 2023, as submitted.
FIFTH ORDER OF BUSINESS Old Business
A. New Aerator & Fountain Maintenance Bids
District Manager Teague and Field Manager Pepin reported that Crystal Clear has not been responsive on aerator repair and maintenance, and a proposal that they had sent for some issues was initially high and had to be adjusted. When spoken to, their performance slightly improved. Chris felt that they are performing well on fountain maintenance, but not on aerators. The Board decided to terminate their services.
On MOTION by Supervisor Scuderi, seconded by Supervisor Klein, with all in favor, the Board approved the termination of the services of Crystal Clear for aerator and fountain maintenance and will give 30 days notice.
There was discussion on two vendors who could replace Crystal Clear, which are Premier Lakes and Pristine Lakes, and the Board requested bids from them and asked that they submit the proposals at the next meeting. In the meantime, there are immediate issues which need to be addressed, and the Board authorized Chris to have those completed.
On MOTION by Chair Worthington, seconded by Vice Chair Hefti, with all in favor, the Board authorized the Field Manager to have aerators and fountains repaired on an emergency basis, not to exceed $4,000.
SIXTH ORDER OF BUSINESS New Business
A. Patrick Tohill Golf Course Renovation
Patrick presented an update on the golf course renovation and stated that it will affect 7 lakes and will not affect lake management. He stated that it will take 2 to 3 months to complete after the architectural plans are complete. Patrick will be having a meeting on March 1, 2023 in the media room for the members to give their input, and it will subsequently be sent to the architects. He assured the Board that all plans affecting the lakes will be reviewed by the Engineer before they process the applications. The goal is to have the architectural plans completed by April or May of 2023, and the Board can submit their input during the period of 2023 to 2025, and then vote for approval. He stated that the CDD will authorize the Golf Course to perform the renovation, but it is doubtful that it can be completed this way, but approval is possible.
There was discussion on the assignation of ownership and the details of the construction. There was also discussion on the need for littorals in certain areas, and the Board expressed the importance of its installation.
SEVENTH ORDER OF BUSINESS District Manager
A. Hurricane Ian Repairs Update
District Manager Teague reviewed a summary sheet that he had submitted to the Board, and he stated that $9,324 has been spent to date, and the expected cost to be submitted is approximately $100,000.
He stated that the amount asked for the grant writer’s services was higher than expected, and he recommended that they terminate the contract, because PDM staff has the expertise to complete the FEMA submissions. The Board agreed. The previous charges of $431 will be paid.
i. FEMA Reimbursement Application Update
District Manager Teague stated that staff is preparing to submit tier 1 expenses of the reimbursement requests, which are those cleanup and emergency repairs completed before December 7, 2022, and which are eligible for 100% federal cost share. The estimated return is $8,240 of the $9,324.40 spent. The difference is because all project categories have a minimum threshold of $3,500, and there were not enough emergency repair dollars spent to qualify.
B. Financial Report for January 2023
District Manager Teague reviewed the Financials, and he stated that the assessments are 92% collected, and Valley National Bank is paying 4% on excess funds, which totals $11,517. There are still funds in the Iberia account until FPL moves their prepay account to Valley.
On MOTION by Supervisor Klein, seconded by Chair Worthington, with all in favor, the Board accepted the Financials for January 2023, as presented.
C. FY 2024 Budget Schedule
District Manager Teague stated that a draft Budget is being prepared and will be available at the April meeting. Supervisor Klein stated that he would like to see it as soon as possible. A proposed Budget is due by June 15, 2023, when it will be sent to the County.
D. FYI – Fiscal Year 2022 Audit Scope Letter
District Manager Teague stated that this is a customary letter from the auditor for the Board’s information. Staff is finalizing the audit submission materials, and the audit is expected to be completed before May.
EIGHTH ORDER OF BUSINESS Field Manager
A. Current Field Inspection Report
Field Manager Pepin reviewed his report and the following was discussed:
Chris stated that FloridAquatics has been performing well on lake maintenance, and they have been removing shoreline weeds and the small amount of algae that they have seen.
Chris stated that he is getting quotes for the removal of approximately 10 trees in the wooded area east of Lake 50.
The needed repairs on the Boardwalk were discussed, and he is getting proposals for completing that project.
There were some issues with the fountain on Lake 21 which have been addressed, and the lights on Lake 28 will be replaced.
Vice Chair Hefti asked about the progress of cleaning out the stormwater management system, and Chris stated that Sewer Viewer should have this completed by the end of March.
B. Follow up Items
i. Aerator Repairs and New Installations
The electrical services on Lakes 7, 10, 18, and 33 are scheduled to be completed by the end of February. When the project is complete, Chris will coordinate with Solitude to install the two new systems. There was discussion about terminating services from Solitude.
ii. Educational Signs Cleaning / New Vendor Bids
Chris reported that he has been unable to obtain documents and templates from the previous vendor, because they have gone out of business. The cost to develop new templates is high, so the Board decided to remove the signs that are in poor condition and not replace them. The Board would like the signs in the butterfly garden to remain, and Chris stated that those templates are accessible, so he has the ability to have them replaced when necessary.
NINTH ORDER OF BUSINESS Attorney
There was no report from Attorney Greg Urbancic.
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 Supervisor Klein, with all in favor, the meeting was adjourned at 3:20 p.m.
The Next Regular Meeting will be on March 27, 2023 at 2:00 p.m.