MINUTES OF MONTHLY AGENDA REVIEW WORKSHOP LAKEWOOD RANCH INTER-DISTRICT AUTHORITY. March 15, :00 A.M.

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1 MINUTES OF MONTHLY AGENDA REVIEW WORKSHOP LAKEWOOD RANCH INTER-DISTRICT AUTHORITY Call to Order and Roll Call 8:00 A.M. Mr. Green called the meeting to order at 8:02 a.m. and Ms. Ross called the roll. Present: Thomas C. Green Nancy R. Johnson Alan G. Silverglat Henry H. Hofeler Not Present at Roll Call: AlanH. Roth Also present were: AnneL. Ross Steven H. Zielinski Paul Chetlain Gary Glass KayDePaolo Sehui Kim Ana Owen Audience Comments Chairman Vice-Chair Secretary Assistant Secretary Treasurer Executive Director Chief Financial Officer Director of Operations Director of Community Association Services Executive Assistant Senior Accountant Purchasing Manager There being no comments from the audience, the next item followed. 1. Consent Agenda A. Minutes of the February 16, 2016 Agenda Review Workshop B. Minutes of the February 18, 2016 Board Meeting. C. Check Register for the Period February 1, 2015 through February 29, 2016 D. Financial Statements for the Period Ending February 29, 2016 Mr. Green called for corrections or additions to the minutes. Mr. Zielinski reviewed the check register and financial statements for February. The payment to John Garcia is for the December invoice when the IT Specialist was ill and the IDA relied on the IT outside services contract for support. The payment for ProSoft Solutions, LLC is for the second installment Pagel of6

2 Lakewood Ranch IDA AR W 43 payment for the software conversion. Mr. Green inquired about a payment to Stan Levinson and 44 Mr. Zielinski responded he believes this was a reimbursement for a salon rental Public Hearing 46 There being no public hearing, the next item followed Continued Business 48 A. Review of the Old Business Status Report 49 Ms. Ross reviewed the Old Business Status Report. In regards to LED Street Light 50 Project, Ms. Ross reported that the Request for Proposals (RFP) received two submissions during 51 the opening on February 8, The RFP Selection Committee deemed both non-responsive as 52 they were missing information. Staff will request a motion from the Boards during the March 53 17, 2016 Board Meetings to officially close the RFP. The Purchasing Manager will modify the 54 RFP after speaking with the proposers and potential proposers to detennine if sections needed to 55 be clarified and the bond requirements may be lowered. The RFP will come back before the 56 Boards in July. 57 Mr. Roth arrived at 8:10 a.m. 58 In regards to Software Conversion, Ms. Ross reported that staff is in the process of 59 reviewing data from the existing software and cross referencing the properties. The ABILA 60 software was installed. Mr. Silverglat asked when staff anticipates the software will be 61 implemented and Ms. Ross responded that it is still on schedule at this point. Mr. Silverglat 62 asked if J enark and Pro Soft will run during the same time and Mr. Zielinski responded that they 63 advise against this. There will be a training period to test the software. Mr. Green noted he 64 would like to review a task list/timeline and Ms. Ross responded that the ProSoft consultant is 65 preparing such a document for reporting to the IDA Board on a monthly basis. Mr. Silverglat 66 asked if the check signing process/procedures will remain the same and Mr. Zielinski responded 67 that the checks will still require signatures; however, the reviews may be converted to an 68 electronic format. Mr. Silverglat inquired about remote access and security. Mr. Zielinski 69 responded that the check signers will be designated and the controls at this time are not of 70 concern. 71 In regards to Development of Purchasing Manual, Ms. Ross stated that a memo is 72 included within the Staff Reports New Business 74 There being no new business, the next item followed. Page 2 of6

3 75 5. StaffReports 76 A. Attorney 77 There being no report, the next item followed. 78 B. Executive Director 79 Ms. Ross reviewed the Executive Director's Report. Commissioner Vanessa Baugh will 80 host a Town Hall meeting on March 30, 2016 at 6:30 p.m. The next Shred Day event is 81 scheduled for April 16, 2016 from 9:00 a.m. to noon. The Sarasota/Manatee MPO Board 82 Meeting will be held at Town Hall on March 28, 2016 at 9:30 a.m. Town Hall served as a voting 83 site for the Presidential Preference Primary Election and early voting. Manatee County informed 84 staff that Town Hall was the most visited location for early voting. Braden River Utilities, LLC 85 will provide a presentation on the irrigation system on April 14, 2016 at 9:00 a.m. 86 i. Mailing Equipment 87 Ms. Owen advised that the IDA has held a lease for the mailing equipment since and the inserter since The mailing equipment is duet~ receive an increase of $49.00 per 89 month if the lease is continued. Ms. Owen stated that she reviewed the Florida State Contract 90 pricing and received commercial quotes and is recommending the IDA move forward with a 91 lease with Neopost as it presents a cost savings of $8, over 60 months. Mr. Silverglat 92 asked if she reviewed purchasing the equipment and Ms. Owen responded that the cost for 93 purchase would be much higher and continuing with a lease allows the flexibility to upgrade to 94 new technology. Mr. Green asked if it is possible to get out of the lease and Ms. Owen 95 responded yes as the Florida State Contract is very flexible. Mr. Silverglat commented that a month lease is likely the lifespan of the equipment and it may be cheaper to buy it outright. Ms. 97 Owen responded that she will obtain pricing for outright pricing. Ms. Ross advised that the 98 mailing equipment is generally leased in the private and public sector and Authority Counsel is 99 reviewing the lease agreement. Ms. Johnson asked if service is included in the cost. Ms. Owen 100 responded that the service technicians provide preventative maintenance as well as service calls 101 when necessary, which is included within the lease cost. 102 ii. Purchasing Manual 103 Ms. Owen reviewed a memo regarding the spending/threshold for IDA officers and 104 employees. She reviewed the current spending/threshold limits by position title, regulatory 105 requirements and surrounding community survey thresholds. Mr. Silverglat asked if the 106 spending limits are consistent with the budget. Mr. Zielinski responded that there are line items Page 3 of6

4 107 within the budget that serve as a place holder in the event of unexpected necessary services. Mr. 108 Chetlain utilized a recent issue with a bee hive removal as a hazard in Summerfield as an 109 example. 110 Ms. Owen reviewed a proposed threshold structure (Table 3), which would give 111 employees a policy and a guide to follow that will require certain procurement steps dependent 112 upon the type of goods or service that is being requested. The proposed structure delineates the 113 purchase type, requirement for quotes, method of purchase and the approval level. The threshold 114 amounts.range from up to $ to over $35, and anything above this amount would 115 require Board approval. Mr. Silverglat asked how this differs from the current practice. Ms. 116 Owen responded that the threshold limits are currently categorized by position rather than the 117 item purchase cost. Mr. Silverglat asked if the purchase thresholds are per District. Mr. 118 Zielinski responded yes, the thresholds are per entity. Ms. Ross responded that the current 119 threshold structure allows staff to authorize purchases up to $25, and staff typically 120 notifies the Board if a large emergency purchase is necessary. The current procedures do not 121 require staff to notify the Board and the proposed threshold structure sets up a requirement for 122 Board notification for purchases over $10, The proposed threshold structure also better 123 defines the steps to making purchases, such as requiring a certain number of quotes depending on 124 the estimated purchase cost. Mr. Green commented that he feels the proposed threshold structure 125 would be an improvement from the existing structure. Mr. Silverglat asked if the proposed 126 threshold structure would create inefficiencies. Ms. Ross responded that this was considered and 127 staff reviewed these requirements against two months of purchases. 128 Mr. Silverglat noted that the surrounding communities that were surveyed have listed 129 provisions for emergency action. Ms. Ross responded that emergency purchases are contained 130 within the IDA General Rules & Procedures and also in the spending threshold policy. The 131 purchasing manual will contain more details as it is drafted. Ms. Ross noted that staff is looking 132 for feedback on the proposed threshold structure as it will be a major component of the 133 purchasing manual. Mr. Silverglat recommended that the Board process in emergency situations 134 be incorporated into the purchasing manual. Ms. Ross advised that portions of the purchasing 135 manual will be brought before the Board prior to the entire manual presentation in July. Mr. 136 Green recommended that all purchases go through the Purchasing Manager. He added staff can 137 use purchasing cards for small purchases and anything requiring a quote should be done through 138 the Purchasing Manager. Ms. Ross advised that Ms. Owen is becoming more involved with Page4 of6

5 139 quotes and purchases and is working out of the Maintenance Facility and Town Hall. It is 140 sometimes more efficient for Operations staff to obtain quotes for technical items. Mr. Green 141 confirmed with Ms. Ross that Ms. Owen will prepare the purchase orders. Ms. Ross added that 142 Ms. Owen reviews the quotes and has prepared a purchase order system for signatures even 143 though the purchase system is not running at this time. Mr. Silverglat asked how this will impact 144 purchases for the maintenance free neighborhoods. Mr. Zielinski responded that there are no 145 intentions to involve MFNs at this time as the Purchasing Manager's salary allocation is entirely 146 IDA. Mr. Silverglat asked if the new software system can accommodate this if necessary and 147 Mr. Zielinski responded yes. Ms. Johnson inquired about Ms. Owens responsibility for purchase 148 orders when she is on vacation or sick. Ms. Ross responded staff is considering this during the 149 training process and there are employees that will be back up for when Ms. Owen is out of the 150 office. Mr. Green noted this will be determined as the purchasing manual is devised. Mr. 151 Silverglat asked if the IDA Directors should report this discussion to the representative Boards 152 and Ms. Ross responded yes. 153 C. Chief. Financial Officer 154 Mr. Zielinski reviewed the Chief Financial Officer's Report. He reported that the first 155 FY2017 budget planning workshop will be held on March 21, 2016 at 9:00 a.m. 156 D. Operations Director 157 Mr. Chetlain reviewed the Operations Report. He reported that staff is continuing to 158 pressure wash sidewalks and hardscapes throughout the community. Mr. Silverglat asked if this 159 is the first time each of the Districts has received pressure washing and Mr. Chetlain responded 160 no. Mr. Silverglat inquired about curb pressure washing and Mr. Chetlain responded CDD2 is 161 the only District that has allocated funds for this. 162 E. Director of Community Association Services 163 Mr. Glass reviewed the Community Association Services Management report. He 164 reported that The Garden Club has offered to organize the Community Yard Sale and it will be 165 held on April 2, 2016 from 8:00 a.m. to 2:00 p.m. MCSO will provide a presentation on Active 166 Shooter Situations, which be held on April 15, 2016 at 7:00 p.m. and is being sponsored by 167 CERT. 168 F. Community Activities Director 169 The Community Activities report was included in the Director's agenda packages Director's Requests and Comments Page 5 of6

6 171 Mr. Hofeler noted that the CDD6 Board is discussing the Balmoral Gate and exit 172 strategies due to traffic backups. The CDD6 Board has directed staff to order and install traffic 173 radar feedback signs and they will be active soon. Additional information will be provided as 174 the Board makes determinations as to the Balm oral Gate traffic. 175 Mr. Roth reported that Ms. Laurie Fox ed about noise resulting from traffic on 176 Lakewood Ranch Boulevard. He noted that MCSO has increased patrols on Lakewood Ranch 177 Boulevard. 178 Adjournment 179 At 9:10 a.m., the workshop meeting was adjourned. 180 ~j,/(~ Anne L. Ross, Assistant Secretary Thomas C. Green, Chai Jessica Mears, Clerk to the Boards Page 6 of6