MINUTES OF MEETING BARTRAM SPRINGS COMMUNITY DEVELOPMENT DISTRICT

Transcription

1 MINUTES OF MEETING BARTRAM SPRINGS COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Bartram Springs Community Development District was held Monday, November 19, 2018 at 8:30 a.m. at the Bartram Springs Club Amenity Center, Cherry Lake Drive, Jacksonville, Florida. Present and constituting a quorum were: Kevin Colcord Jay King Marty Kaufman Andrew Walden Also present were: Jim Oliver Carl Eldred Brian Stephens John Lucansky Dan Fagan Laura Blanton Rich Whetsel Chairman Supervisor Supervisor Supervisor District Manager District Counsel (by phone) Operations Manager Bartram Club Manager Vesta Property Services Vesta Property Services Riverside Management Services The following is a summary of the actions taken at the November 19, 2018 meeting, and a copy of the proceedings can be obtained by contacting the District Manager. FIRST ORDER OF BUSINESS Roll Call Mr. Oliver called the meeting to order at 8:30 a.m. SECOND ORDER OF BUSINESS Audience Comments There were no audience comments. THIRD ORDER OF BUSINESS Approval of the Minutes of the October 8, 2018 Meeting Mr.Walden stated on page 5, 1 I'h order of business, line 4, "Ginnie Springs" misspelled as "Ginny Springs."

2 On MOTION by Mr. Colcord seconded by Mr. Walden with all in favor the Minutes of the October 8, 2018 meeting were approved as revised. FOURTH ORDER OF BUSINESS Consideration of Resolution , Amending the Fiscal year 2018 General Fond & Capital Reserve Budget Mr. Oliver stated this resolution brings budget line items into balance as we follow necessary post-closing accounting steps in preparation for the annual financial audit to be conducted by an independent CPA firm selected by the Board using the RFP process outlined in Chapter 218, Florida Statutes. On MOTION by Mr. Colcord seconded by Mr. King with all in favor to adopt Resolution amending FY18 General Fund and Capital Reserve Fund budgets was approved. FIFTH ORDER OF BUSINESS Update Regarding Capital Projects A. Splash Pad B. Pool Deck Lights for Night Swim C. Series 2016 Project Cost to Complete Schedule D. Ratification/Consideration of Series 2016 Requisitions Mr. King stated the splash pad has been completed and is permitted. Staff will coordinate adjustment offence line to create more deck space. Mr. Stephens stated regarding night swim, custom made parts have been ordered and will be installed by on-call electrician when received. The cost to complete schedule will be updated for December meeting. The Capital Reserve Study will be finalized now that we are reaching project completion. We will ensure that all significant R&R costs are included in the final draft (January 2019). There were no requisitions to consider. 2

3 SIXTH ORDER OF BUSINESS Update Regarding Tennis Court Constrnction Defect Counsel updated board on letter to contractor regarding tennis court construction defects. Board previously designated Chairman to continue to work with staff on this matter. SEVENTH ORDER OF BUSINESS Consideration of Proposals Thanksgiving. A. Ratification of Street Sign Replacement Replacement signs have been ordered and installation will begin the week after On MOTION by Mr. King, seconded by Mr. Walden with Mr. Kaufinan in favor and Mr. Colcord abstaining, actions to order and install replacement street signs were ratified. B. Consideration of Proposals for Website Development and Maintenance (ADA Compliant for Visually Impaired) Mr. Oliver stated there have been several lawsuits against other CDDs because certain websites were alleged to be not accessible to visually impaired persons. The CDD's current webmaster does not have the ability to make the current website compliant with ADA guidelines for visually impaired persons. There is a proposal from Unicorn Web Development in the agenda package for website design and set-up. There is a one-time fee of $2,495. In year two and beyond, there will be an annual hosting and maintenance fee of$395. On MOTION by Mr. Colcord seconded by Mr. King with all in favor the proposal from Unicorn Web Development LLC for website design and setup to be compliant with ADA guidelines for accessibility for visually impaired was approved. EIGHTH ORDER OF BUSINESS Other Business There being none, the next item followed. 3

4 NINTH ORDER OF BUSINESS Staff Reports A. Attorney Mr. Eldred stated court-ordered mediation has been scheduled for January 29. At this time Mr. Eldred is trying to schedule some depositions of Comcast personnel prior to mediation. Mr. Eldred asked the board to designate a member to represent the board in the Comcast matter. On MOTION by Mr. King seconded by Mr. Colcord with all in favor to designate Chairman Colcord to represent the board in the Comcast matter to include mediation and depositions was approved. B. Engineer There was no Engineer's report. C. Manager Mr. Oliver stated at the next meeting the new supervisor James Chipman will be sworn in and the Board will have election of its officers, as required by Chapter 190, Florida Statutes D. Operations Manager Mr. Stephens presented the Operations Manager report located in the agenda package behind Tab IX-D. New annuals are scheduled to be installed this week. The GFCI outlets are scheduled to be ready this week for holiday lighting. Proposals has been received for stucco repair for the walls along Ginnie Springs and Wakula Springs. Mr. Stephens stated that Ramirez and MXL Walls each presented a proposal following what he requested be done. Mr. Colcord recommended going with MXL Walls. He felt their price was very good for all the repairs that will be completed. The will do repairs to CDD owned walls to include installation of foam band as caps to walls and colunms and application of synthetic finish to match existing texture color for $9,860. 4

5 On MOTION by Mr. King seconded by Mr. Colcord with all in favor the proposal from MXL Walls for repairs to CDD owned walls in the amount of$9,860 was approved. E. Amenity Manager John Lucansky presented his report located in the agenda package behind Tab IX-E. He discussed repairing and painting ceilings in meeting room and flex room. On MOTION by Mr. King seconded by Mr. Colcord with all in favor to repair and paint ceilings in meeting room and flex room NTE $2,500 was approved. Mr. Lucansky presented a pool stain proposal from Big Z Pools for treatment of the pool stains and rust removal. On MOTION by Mr. Kaufinan seconded by Mr. Walden with all in favor the treatment of pool stains by Big Z Pools was approved. Replacing and re-strapping of the pool furniture was discussed. Additional pool deck furniture needs to be purchased and re-strapping of existing chairs/lounges needs to be completed. The cost for everything is $6,500. On MOTION by Mr. Kaufinan seconded by Mr. Colcord with all in favor to purchase new pool deck furniture and re-strap existing chairs and lounges NTE $6,500 was approved. The holiday lighting will be turned on after GFI electrical work completed Day camps have been offered in the past but were cancelled because there were not enough participants. Currently need 8 campers per day in order to keep paying staff. He would like permission to cancel day camps if at least 8 children are not signed up seven days in advance. The board agreed. TENTH ORDER OF BUSINESS Supervisor's Requests/ Audience Comments Supervisor Requests 5

6 Mr. Colcord brought up field operations and the money spent on that item. He stated there has been talk of having a full-time operations manager and listed several advantages of having one person in charge of operations. He also made clear that the current system is working well. He asked for the board's input (minus Jay King who is involved with Vesta). After discussion, it was decided to discuss this again at the December meeting to allow input from newly-elected incoming Supervisor. Mr. Colcord asked about the three doors and is it something that can be done in-house. Mr. Lucansky responded it involves a new frame. Mr. Colcord suggested he reach out to the community to see if anyone in the community can do the job. A driver has driven through the front entrance for the third time. There was brief discussion regarding car accidents and insurance claims for damage to CDD property. Mr. King spoke about the poor appearance of certain berms and there was discussion about possible remedies. Mr. Kaufman would like to have designer Amanda Wilson from Verdego Landscape at a future meeting to help with this item. Mr. Colcord asked that Brian put the berms at the top of the list of items that need to be addressed. After discussion, it was decided to update the board oversight assignments. Landscape maintenance will be under Supervisor Kaufman's oversight. Security and Holiday Lighting and Decorations will be under Supervisor Walden's oversight. Mr. King mentioned several items to be added to the Capital Reserve Study upgrade that include decorative signs, new equipment for playground, pool furniture, paving the parking lot, and fountain. Mr. Kaufman mentioned lights that are out at the intersection and at the parking lot, tree stumps that need to be ground down, tree roots raising sidewalk along west side of Bartram Springs Blvd, potholes, and plants that need to be installed at slide tower. He spoke of traffic accidents that happened at the entryway. Supervisor Kaufman will contact St. Johns County regarding traffic safety concerns at cut-out at Race Track Road east of entry and at intersection of Race Track Road & Bartram Springs Blvd. Audience Comments There being none, the next item followed. ELEVENTH ORDER OF BUSINESS Financial Statements A. Balance Sheet of as September 30, 2018 and Statement of Revenue & Expenditures for the Period Ending September 30,

7 Mr. Oliver stated the financials are in the agenda package and are unaudited. B. Assessment Receipt Schednle Mr. Oliver stated you are fully collected for FY18. C. Approval of Check Registers On MOTION by Mr. Colcord seconded by Mr. Kaufinan with Mr. Walden in favor and Jay King abstaining, checks #856 and #876 from the General Fund to Vesta Property Services were approved. On MOTION by Mr. King seconded by Mr. Walden with Mr. Kaufinan in favor and Kevin Colcord abstaining, check # 179 from the Capital Reserve Fund to Sundancer Signs was approved. On MOTION by Mr. Kaufinan seconded by Mr. Walden with all in favor the balance (not including Vesta and Sundance Signs) of the two check registers were approved. Mr. Colcord brought up the issue of using a tax-exempt status to avoid paying sales taxes on CDD purchases. He also requesting investigating the possibility of having a Bartram Springs CDD credit card. TWELFTH ORDER OF BUSINESS Action Items for Follow-up Mr. Oliver will put action items in his meeting notes. THIRTEENTH ORDER OF BUSINESS Next Scheduled Meeting The next CDD meeting will be December 10, 2018 at 8:30 a.m. at this location. FOURTEENTH ORDER OF BUSINESS Adjournment On MOTION by Mr. Colcord seconded by Mr. Walden with all in favor the meeting was adjourned. 7

8 Secretary/ 12-~cQi Chairman/Vice Chahman 8