Gerald Geeser asked that if the CDD Board was not in place, they would have to start paying property taxes.

Transcription

1 The Savannahs at Sykes Creek Community Development District Board of Supervisors Meeting July 10, 2018 at 7:00PM Savannahs Clubhouse 3915 Savannahs Trail, Merritt Island, FL QUORUM ESTABLISHED: The meeting was called to order at 7:03 PM. Present were Art Spurrell, Don Ray, Dan Schaller, and Cindy Greene. Ken Smith was absent. Sonia Bosinger with Arias and Bosinger Law Firm and Renae Foster from TCB Property Management were also in attendance. Art Spurrell made a motion to move agenda items # 6 & 7 to the beginning of the meeting so the presenters do not have to sit around through other business. Don Ray seconded the motion and the motion was passed unanimously by voice vote. GOLF CHANNEL MARKETING PRESENTATION (BRAD GRABER): A presentation was given on how The Savannahs can advertise specifically to golfers on the Golf Channel. The county is divided into zones. The commercials will cost approximately $10.00 each time it runs. CHRISTOVICH & ASSOCIATES CONSULTATION PRESENTATION (GREG CHRISTOVICH): Greg Christovich made a presentation on what loose ends there are leftover from the county, and from what Christovich and Associates were providing. Art Spurrell asked Greg what their present relationship with IGM was. Mr. Christovich explained that they do not have any affiliation with IGM; they just worked together, but he is not an employee of IGM. Dan Schaller thinks the accounting and marketing are essential until we have a permanent management company. Christovich and Associates is a full management company and quoted it at $6,500 per month. They are also willing to work hourly, at $50.00 per hour. PUBLIC COMMENTS: Dave LeBlanc addressed the Board of Supervisors regarding the price of a round of golf, and possible deals to offer during summertime golf. In addition, the signage is lacking. He also thinks the kitchen and beverage needs to be up and running to get us some additional revenue. Larry Fitzgarlad thanked the CDD for getting the website up and running and having so much information available already. He asked what the status of the line or credit. Sonia Bosinger said she has run into a lot of dead ends, but that she is diligently working with the county attorney for a creative solution to get this approved. Gerald Geeser asked that if the CDD Board was not in place, they would have to start paying property taxes. Kim Wheeler thanked Dan for increasing the communication, and they are hopeful that the Board will approve the committee at the next Board Meeting. She brought up a concern for the stormwater and the lack of mention of it in the RFP. She asked how much money has been paid to cover the legal fees to date. She asked when the deadline for making a decision on the CDD line of credit. She also questioned the RFP, and who has signed off on it. Art Spurrell made a motion to provide written answers to the questions Kim Wheeler asked during her comment time. Dan Schaller seconded the motion. Don Ray made a motion to answer the questions posed by Mrs. Wheeler by the end of the meeting. Dan Schaller seconded the motion seconded the motion and the motion was passed unanimously by voice vote.

2 Catherine addressed the Board of Supervisors concerning the RFP and the issue of golf course pricing. In addition, employee comp rates should be set by the CDD Board, and not the contractor. Ed Madigan commented that now that the RFP is out, have the BOS appointed a review committee to review the RFP, or is the Board going to review it? Mike Hayner stated that when the Board asked for proposals back in May, he had volunteered to help with the RFP, but was never contacted or asked for his help even though he has 40+ years of experience. He ed his comments and suggestions to Dan for his review and provided a printed copy to the BOS for the record. Mr. Hayner stated that Mr. Christovich said in his report to the county that this course would never be a success. ADOPTION OF PRIOR MEETING MINUTES: Art Spurrell made a motion to approve the June 28, 2018 CDD meeting minutes. Cindy Greene seconded the motion and the motion was passed unanimously by voice vote. RFP PROCESS AND REVIEW DISCUSSION: Dan Schaller suggested we appoint a committee to meet on July 20 th at 1 PM, to review the proposals. Mr. Hayner suggests we amend the RFP and slow down the schedule, so we can get it right the first time. Dan Schaller asked the companies present that if their company was selected, would there be room for negotiation from the RFP. Art Spurrell made a motion to amend and extend the RFP; including contacting the potential contractors within the next 24 hours to let them know we will be amending the RFP. Art Spurrell withdrew his motion. Dan Schaller made a motion to stay on the same timeline and keep the current RFP. Art Spurrell seconded the motion. Art Spurrell abstained from voting. The vote was passed by a majority vote of the Board. Dan Schaller made a motion to appoint a committee later this evening that would report back to the CDD that would review and make recommendations to the CDD Board of Supervisors. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. RFP PRE-PROPOSAL QUESTIONS AND ANSWERS FOR ANY COMPANIES IN ATTENDANCE: The companies in attendance were: Stephen Bureau with Davey Tree Expert Company/Davey Golf, Nick Dunleany with Down to Earth, Tony Cianci with Billy Casper Golf, Matt Payne with Hampton Golf, Greg Christovich with Cristovich and Associates, and Earl Hynes with IGM. All questions will be answered by the Board and forwarded to all prospective management companies. Will the contract be a firm, fixed price for the duration of the contract? The RFP includes irrigation, does that include the pump house? CDD would be responsible for a pump that blows up. Will capital expenditures/improvements be listed out- of things you want done? There is a list, which is constantly updating/changing. Sonia suggested that the management company would be requested to provide the Board with a suggested prioritization/timeline for completing the capital improvements. Would maintenance equipment be provided? We are working on a lease for maintenance equipment and golf courses. Will there be presentations and/or a process after or before selection of a management company.

3 APPROVAL & ADOPTION OF MINUTES: Dan Schaller made a motion to approve the June 28, 2018 meeting minutes with discussed changes. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. IGM CONTRACT APPROVAL: Art Spurrell passed out copies of the contract for the Board to review and discuss. made a motion to approve the contract with IGM as amended. CG seconded the motion and the motion was passed unanimously by voice vote. Art Spurrell made a motion to allow a discount to the owners in the Savannahs HOA, equal to the county card minus $1.00, starting July 11, Cindy Greene seconded the motion and the motion was passed unanimously by voice vote. STUDENT GOLF TEAM DISCUSSION AND POLICY: Art, the golf coach for Merritt Island High School came in to ask what kind of prices we are going to extend to the team. The school pays the golf course $200 for use of the range. The team does not pay during the season; and it is $6.00 for the kids to play. Cindy Greene made a motion for both Merritt Island High School, Edgewood High School, both boys and girls golf teams are allowed to play for no charge during their regular or extended season. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. Dan Schaller made a motion to take a 5-minute recess until 10:32pm. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. POINT OF SERVICE DISCUSSION: Dan Schaller made a motion to postpone the point of service discussion until next week. Cindy Greene seconded the motion and the motion was passed unanimously by voice vote. LIQUOR LICENSE DISCUSSION: Cindy Greene stated that all five Board Members must fill out and submit the form and get fingerprinted. The liquor license will cost $1, Cindy has asked that this be completed within the week. Cindy Green made a motion for the CDD BOS have the paperwork and fingerprints by July 17, 2018; for the CDD to hold the liquor license for $1,875.00, and for the CDD to pay for any costs associated with fingerprinting. Art UTILITIES DISCUSSION (EXHIBIT ATTACHED): Dan Schaller reported that the FPL deposits need to be paid, and some are over the limit allowed on Dan s debit card. Art Spurrell will cut checks for the ones Dan Schaller cannot pay by debit card. On August 1, 2019, we will request the deposit back from the CDD. WEBMASTER DISCUSSION AND ADOPTION OF AGREEMENT (EXHIBITS ATTACHED): Dan Schaller put together the webmaster, and has gotten two volunteers, a webmaster and an alternate. He will work with them to get them acquainted with the website. The annual website fee is $ Dan Schaller made a motion for the primary webmaster and alternate webmaster s agreement be approved. Art DISTRICT MANAGEMENT UPDATE AND DISCUSSION: Dan Schaller talked to two companies. One was $53,000 per year.

4 Dan Schaller made a motion for Dan to continue to explore different district management companies. Don Ray seconded the motion and the motion was passed unanimously by voice vote. VOLUNTEER MINUTES SECRETARY DISCUSSION AND REQUEST FOR VOLUNTEER: Dan Schaller requested a volunteer to take the minutes for the CDD. UPDATE ON GOLF COURSE EQUIPMENT, PROPERTY, AND FIXTURES DETERMINATION, DISCUSSION AND CONSIDERATION FOR CONTRACTS: Cindy Greene has done a lot of research, including going to Orlando. Art Spurrell requested we add to the next agenda discussion on reimbursement for gas mileage, etc. Cindy went to Costco, and they were significantly cheaper. Art Spurrell made a motion allow Cindy Greene to go to Costco to purchase all of the items at Costco for the approximate cost of $7,500; with an additional $2,000 for any items that we may need but have not thought of. Don Ray seconded the motion and the motion was passed unanimously by voice vote. Art Spurrell made a motion for Cindy to continue discussion with Earl regarding the ball dispenser. Dan Schaller seconded the motion and the motion was passed unanimously by voice vote. ACCOUNTING FIRM DISCUSSION AND CONSIDERATION OF RESOLUTION : Dan Schaller made a motion to postpone this item until Art contacts and speaks to Roberta Stoner. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. Dan Schaller made a motion to allow Sonia Bosinger to leave. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. TRESURER S REPORT AND BUDGET CONSIDERATIONS: Art Spurrell presented the budget to the Board for review and discussed past and future expected expenses. Cindy Greene made a motion for Cindy to look into the cost of an AED and/or first aid kit. Art Spurrell seconded the motion and the motion was passed unanimously by voice vote. Cindy Greene made a motion for Don Ray to look into what system can be used for lightning/weather alarms. Art Art Spurrell stated that he has a check to IGM for the July 2018 fee. All of the Board Members present signed the check. OTHER BUSINESS: It is possible that there is going to be up to 3 vacancies on the CDD Board at the elections. The forms will be turned in by next week. Dan Schaller made a motion to give the chair permission to procure two TVs for the restaurant/bar area. Art Don Ray put together a timeline/task list for projects, so we can easily review. It will be separated as a TBD, Doing, and Completed, with details on each project. Presentation Date- Cindy Greene made a motion for the top 3 bidders to be invited for presentations on July 31, Don Ray seconded the motion. This motion has been withdrawn.

5 Dan Schaller made a motion to choose the top presenters at the July 31, 2018 CDD Board of Supervisors meeting for management companies; notify the top contenders on August 1, 2018 and inform them that the special presentations meeting will be on August 6, 2018, and the election and selection of management company on August 7, Art Christovich Consultation Services- Art Spurrell made a motion that since there is a potential conflict of interest, we will not use Christovich and Associates. Dan Schaller seconded the motion and the motion was passed unanimously by voice vote. Art Spurrell will ask Greg from IGM to come to the next meeting to answer questions from the Board, concerning the consultation services we need. RFP Fact Finding Group- Art Spurrell made a motion to appoint Mike Hayner to head up a committee to review the RFP; Mike will send a draft to Dan Schaller asking for volunteers and include the upcoming meeting dates, amount of effort expected, and that they will be required to sign a non-compete and NDA. Cindy Greene seconded the motion and the motion was passed unanimously by voice vote. Dan Schaller provided written answers to Kim Wheeler s questions. Art Spurrell informed Kim Wheeler that if her questions were not answered satisfactorily, she should Sonia s office. BOARD MEMBER COMMENTS/REQUESTS: None at this time. ADJOURNMENT: Dan Schaller made a motion to adjourn and Art Spurrell seconded the motion. The motion was passed unanimously by voice vote at 12:34AM.