HERONS GLEN RECREATION DISTRICT (HGRD) BOARD OF SUPERVISORS REGULAR BOARD MEETING JANUARY 31, P.M. BALLROOM

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1 HGRD Regular Board Meeting, January 31, 2018, Page 1 of 8 HERONS GLEN RECREATION DISTRICT (HGRD) BOARD OF SUPERVISORS REGULAR BOARD MEETING JANUARY 31, P.M. BALLROOM MINUTES I. CALL TO ORDER Chair Thomas called the meeting to order at 5 p.m. II. PLEDGE OF ALLEGIANCE Supervisor Pedersen led the Pledge. III. ROLL CALL Board Assistant Marvin called the roll and present were: Chair Dick Thomas, Supervisors Larry Cummings, Jim Gormley, Larry Pedersen and Mary Ann Polvinen; General Manager Loraine Ellis Vienne, Controller Lynn Garcia, District Council Tom Hart. Also in attendance were Fitness Center Architect Michael Sheeley and representatives from the Phillips Harvey Group. IV. APPROVAL OF WORKSHOP & MEETING MINUTES There were no changes proposed at the Jan 29 Board Workshop to the minutes of the Nov 27, 2017 Board Workshop, or the Nov 29, 2017 or Jan 12, 2018 Board Meetings. Chair entertained a motion to approve those minutes. Supervisor Pedersen made the motion, and Supervisor Polvinen seconded the motion. There being no further discussion, the minutes were approved. V. TREASURER S REPORT Treasurer Gormley A. FY 2016/17 Audit Report Mr. Nathan Phillips of the Philipps Harvey Group presented the report. He said that as a part of the audit the auditors check to see if all existing policies and regulations are being followed. He explained in detail the steps followed in the audit process. There were no problems or issues found during the audit that need attention. The report was good. B. December 2018 Financial Report Treasurer Gormley reported on the financial as of December 31, 2017 (ATTACHMENT A). Year to date, all departments are better than budget by $76,774, with $23,817 of that attributable to golf operations. VI. DISTRICT COUNSEL S REPORT Thomas Hart, Esq. A. Resolution for Election of Two Board of Supervisors Members Mr. Hart read the Resolution which was discussed at the January 29 Board Workshop: A RESOLUTION CALLING AND FIXING AN ELECTION FOR TWO (2) MEMBERS OF THE BOARD OF SUPERVISORS OF THE HERONS GLEN RECREATION DISTRICT ON MARCH 27, 2018; DESIGNATING HOURS AND PLACE OF VOTING; PROVIDING FOR QUALIFICATIONS; AND, OTHERWISE PROVIDING FOR THE HOLDING OF SAID ELECTION. Chair entertained a motion to adopt Resolution No Supervisor Polvinen made the motion, and Supervisor Gormley seconded the motion. There being no further discussion, the Board voted unanimously to approve the motion (ATTACHMENT B). VII. GENERAL MANAGER S REPORT Loraine Ellis Vienne Food & Beverage Department As of December, year-to-date food revenue is on target and beverage revenue is slightly behind. Food cost and beverage cost are both on target. Payroll vs. revenue is below target.

2 HGRD Regular Board Meeting, January 31, 2018, Page 2 of 8 Concerns were raised at the Facilities & Amenities Advisory Committee meeting regarding the Food & Beverage operations. The kitchen concerns included over and under cooked food, and inconsistency of portions and taste. The service concerns were cold food, long wait for service and checks, and no labels on buffet dishes (this issue was corrected immediately). The committee formed a subcommittee to address these concerns. The new Director of Food & Beverage will be Joe Ceci, who will start the second week in February. He has worked in the club industry for some time and most recently owned his own farm-to-table restaurant that he has sold. Operations The insurance appraisal has been completed which showed an increase in the value of the property. This will probably result next year in an increase of about $10,000 in insurance costs. Security cameras installation will begin within two weeks, and GM recommends adding one in the liquor room. District Counsel has reviewed the documents provided by Stewart Tennis Courts & Fencing, Inc. regarding the issues with the contracts for the Pickleball Courts and Clubhouse Dumpster Relocation projects. He recommends settlement on the costs as presented for the Dumpster project with about $2,000 refunded to the District. The Pickleball project issues have not yet been resolved. The Boundary Surveys of the two possible sites for the fitness center have been received and copies have been given to the Supervisors along with the architect s drawings of the fitness center. The paver project at pool restroom area is complete. The restrooms at tennis courts are being painted this week. The repair issues in restroom at Hole #5 are being done. Golf Course Maintenance Department Todd Lowe, USGA Agronomist, reviewed the golf course on January 10 and reported on the condition of the course, including soil contamination, root control and drainage. This course shows good recovery from Hurricane Irma better than some others that he has reviewed in this area. A copy of the report was ed to the Board and the Golf Course Renovation Ad Hoc Committee. The District is considering allowing residents to install and maintain a limited list of flowering bushes on HGRD property behind their homes at the residents cost. These would be installed by golf staff after the owner obtains an approved landscape agreement from HGRD. A list of the acceptable bushes is being prepared. Golf Pro Shop Year to date there are 585 golf memberships for this year. The golf course and amenities will be promoted in a segment of the local ABC TV show, Out and About in February. Special Board Meetings Four of the golf course architects who responded to the Districts RFQ for the golf course renovation project will be interviewed by the Board at Special Meetings on February 14, 15 and 16.

3 HGRD Regular Board Meeting, January 31, 2018, Page 3 of 8 VIII. COMMITTEE RECOMMENDATIONS Three committees had recommendations: A. Land Development Ad Hoc Committee Chair Bill Kulkoski reported that after discussion the various options of use for both the old fitness center site and the Mystic site, the committee recommended to the Board that the fitness center be place at the entrance to the Mystic property (details of discussion in ATTACHMENT C). B. Fitness Center Ad Hoc Committee Member Wayne Bryan The Committee s Final Report recommended that the Board accept the space plan as submitted by Lotus Architecture. (copy of report is ATTACHMENT D). C. Facilities & Amenities Advisory Committee Chair Karen Mars reported that the committee had two recommendations to the Board. The first was for definitions of guest to be added to the HGRD Policies and Procedures Manual. At the Board Workshop, the Board had requested some rewording. Supervisor Polvinen had prepared an amended version as the Board requested, and she read the definitions of Guest with the amendments included which the Board was to vote on for addition to the HGRD Policies and Procedures Manual: Guest (Day Guest) An individual who visits a property owner but does not spend the night. This guest can use Herons Glen amenities while accompanied by the property owner. Family Guest (Overnight Guest) An individual who visits a property owner and spends the night. This guest can use Herons Glen amenities while accompanied by the property owner. Family Guest A visiting member of a property owner s family who normally resides over 50 miles from Herons Glen is considered a Family Guest. This guest can use Herons Glen amenities as long as the guest is at least 18 years of age. Permitted Nonresident An individual who is allowed to use an Herons Glen amenity for a fee. Note: Management reserves the right to request a guest to leave an amenity should they be in violation of the HGRD Rules and Regulations as they pertain to that particular amenity. Chair entertained a motion to approve the recommendation. Supervisor Gormley made the motion, and Supervisor Pedersen seconded the motion. Discussion: Supervisor Cummings said he would prefer the wording the committee originally recommended rather than this version. The Board was asked to provide management with a tool to use when issues occur with guests. A day guest could be here with a group of guests using an amenity such as one of the courts, which could prevent residents from having space to use those courts. Also, adding on the requirement under family guest that the guest must be at least 18 may not solve the problem that might occur with a guest over 18. Supervisor Gormley commented that adding the family guest requirement re residing over 50 miles from Herons Glen will help avoid having family members who live locally from using an amenity on a daily basis.

4 HGRD Regular Board Meeting, January 31, 2018, Page 4 of 8 Supervisor Polvinen commented that these are to be used as guidelines, and management still has the right to ask someone to leave an amenity if they are abusing their privileges. Supervisor Pedersen asked for GM s opinion on the definitions. GM responded that a problem had occurred when she was asked to tell a day guest to leave the tennis courts, and because of the way the current policy is written, she did could not say that the guest was violating it. The first recommendation from the committee stated that the day guest could not use amenities with the exception of the dining facilities. So, the Board ask the committee to discuss these further and possibly bring an amended version back to the Board, which they did. The Day Guest is the only definition on which she had a question. There being no further discussion, the Board voted as follows: Supervisors Gormley, Pedersen, Polvinen and Thomas voted in favor, and Supervisor Cummings voted against. The motion was approved. The second recommendation was that the Board approve expenditure of $16,000 for the purchase of shades for the ballroom windows. Wayne Bryan commented that the Players of the Glen would be willing to contribute to the cost of the shades. The Board agreed to table this discussion until the next meeting when the Players could provide the amount of their contribution. IX. OLD BUSINESS A. Discussion of recommendation for fitness/wellness center Chair Thomas asked that people be respectful to the differing opinions that may be expressed during this discussion. Architect Mike Sheeley has been asked to attend this meeting to help answer questions and explain how the process works. Mr. Sheeley said that Lotus Architecture was hired to create a schematic design for the fitness center based on criteria that he was given about the needs of the community. The plan that was submitted has been accepted by the Fitness Center Ad Hoc Committee. Questions have come up about the cost of the plan. In our 30 years in business, our firm always has tried to work within the budget given us to design a building that the client wants. The design for this fitness center uses economical materials, and a cost per square foot estimate is based on the costs of similar projects we have done. Mr. Sheeley feels that the estimate of $150 per square foot is a good estimate. Due to economies of scale, smaller buildings can have higher costs per square foot than larger buildings. It is always desired to get a more detailed project estimate before it proceeds too far, and further drawings and details have to be done to establish a pricing package to give to a general contractor. We can get an overview of costs without going to bid which is what he would recommend doing as the next step in this process. Final costs don t come until the job is actually bid, but the pre-bid overview gives a fairly accurate idea of final costs. Part of that overview would be the site costs, which would require preliminary work done by a civil engineer that would also provide drawings to provide to a contractor to include in the overview cost. After that, the next step would be to do detailed drawings and go to hard bid with a few contractors which usually produces a better number for the cost.

5 HGRD Regular Board Meeting, January 31, 2018, Page 5 of 8 Chair Thomas said that the Board has the recommendations from the two ad hoc committees, so a discussion of the size and location is now appropriate. Supervisor Gormley said there are three areas of concern: The site, the size and the financing. The fitness center has been in the lobby since March 2017, and it is time to get moving on this project. Supervisor Gormley made a motion that the Board authorize Lotus Architecture to develop the necessary drawings, based on the 7,175 square foot drawing already provided on the Mystic site, to get preliminary costs for both the building and the site which would include the engagement of a civil engineer. Supervisor Polvinen seconded the motion. There were no further Board comments, so Chair opened comments from the residents. Resident Patti Cummings stated that she had asked Mr. Sheeley if a 5,000 square foot building could be built and he had replied it could, so why can t we have at least two options, not just one size drawing. Mr. Sheeley said any size could be designed, but his building was designed based on the direction received from the committee as to the space and functional requirements wanted. Chair Thomas commented that at the last committee meeting, the vote for the larger building was unanimous. Resident Dennis Muller said there is a problem with the entrance to the Mystic property, so are there other ways to enter that area? Supervisor Gormley said that the County has told us that is the way we have to enter that property, plus it is surrounded by conservation zoned areas and the 18 th hole. Resident Dick Raftis said he has served on zoning boards and commissions, and this Board should not approve a motion that does not contain comparative costs. He wanted to see the motion amended to also include the option of a 5,000 square foot building on the old site so that the costs for two designs with two hard numbers could be considered. Resident Bruce Critchlow said he has worked in building maintenance for 30+ years, and it will cost a lot more to maintain a 7,175 square foot building than a 5,000 square foot building. There is no way the Board can approve financing without the community vote. He said the covenants specify a 20% limit on special assessments. GM and District Counsel both replied that that specification is in the HOA covenants, but the District does not have that 20% limit. Mr. Critchlow said he would like the fitness center to be put on the old site. Resident Karen Mars commented that she wanted to correct the statement just made the covenants do not belong to the HOA, they belong to the residents. However, there is a section that applies to the HOA. District Counsel said the covenants are restrictions that apply to all owners property and bind everyone. The HOA cannot issue an assessment for more than 20% of the budget, but that does not apply to the District which is a governmental entity. Resident Karen Mars said she appreciates all the effort put into this project, and she really does not envy the Board for the position they are currently in. Since the fitness center went down, the community has been clamoring for an opportunity to discuss its replacement regarding size, cost and location. Residents were stifled at every meeting and told this isn t the meeting for that, we will discuss those things later. Whenever, they raised design topics or location, they were told not here, not now. She said she realizes you are trying to look to the future, but perhaps the best thing to do for future residents is to let the Taylor

6 HGRD Regular Board Meeting, January 31, 2018, Page 6 of 8 Woodrow land lie untouched so they can make their own decisions about what their needs are at that time. What is trending today, is old news tomorrow. This building needs to be for our current residents, and let future residents build what they want. Both sides of this issue claim to represent the majority of the residents, but there is no way to know for sure since the residents have not been asked. Please do not rush into any decision before asking the people who will be using it and paying for it what they want and will support. Since you are considering financing that does not require resident approval, that seems like you do not believe you could get approval. If you don t think residents are in favor of this, why rush forward. Time is an issue, so stop wasting it and ask the community what it wants and do it soon. The residents are adults and do not want to be treated like children, and they want a say in their community and their wallets. Present them options, let them vote and abide by that vote. As long as it is perceived as a fair vote, you will probably get the support needed to move forward. Resident John DeMarkey said that the Board is elected by a majority vote and should represent the majority of the community members. They are talking about spending $2 million to build a fitness center for the 10% or less of residents who use it. We have been told that a fitness center is the No. 1 amenity wanted by residents of 55 and over communities, but if you check that fact out on Google, fitness centers are No. 5 or 6 on the list of preferences for those communities. He agrees with K. Mars that the community should be allowed to vote on the two sizes, 5,000 square feet on the old site or 7,175 square feet on the new site. Has anyone found out if Lee County would even allow houses to be built over all the utilities that are located at the old site? He asked that the Board not rush into this decision and listen to the 90% of the community. Tom DeLache suggested building just the fitness center at the old site and later build a separate studio building at the end of the Pickleball Courts. Does the $150 cost per square foot include the breezeway, parking lot, sidewalks, etc.? Also, the Pickleball Association has requested that four more courts be added, so where will those go? Resident Edward Bartolomeo said that he never heard anyone complain about the old fitness center. He does not think it is fair that the residents are not given information about the costs for both sizes and sites. The Board should have that information to consider before making any decision. Resident Andrea Edmunds said most people who move to Florida do so for the outdoor activities. She thinks a 5,000 square foot building is large enough; it is more than was in the old one. Some area communities that paid extra for more fitness center space now find that space not being utilized. She asked that the Board reconsider approving the 7,175 square feet size. Resident Wayne Bryan said he is serving on both ad hoc committees, and there is not a big difference in the one-time cost to residents between the two sizes - $700 or $1000 per home for the one-year assessment financing. Also, there is the possibility that the Mystic site may never have a developer interested in building houses. Resident Todd Wolfe said that the Board needs to have the information for cost for both sizes and sites to consider before making their decision. Resident Walter Query asked if infrastructure costs are included in the cost, and GM responded that they are included in the $150 per square foot cost.

7 HGRD Regular Board Meeting, January 31, 2018, Page 7 of 8 Supervisor Jim Gormley said that the cost to operate the new facility will not result in a big increase over the $48,463 cost for the last year of operation for the old center because the new building will be built with the latest materials and systems that are much more energy efficient than those that were in the old building. Supervisor Larry Pedersen said we have dedicated committee members, so why not listen to them. He favors building on the old site that would prevent losing the possibility of the revenue that Herons Glen would obtain if houses were built at the Mystic site and would prefer having comparative cost estimates before voting. Supervisor Cummings made a motion the amend the original motion to include a vote on obtaining the information on both the 5,000 square feet size versus the 7,175 square feet size. Chair asked if there was a second to that motion, and there was none. Therefore, the Board voted on the original motion that the Board authorize Lotus Architecture to develop the necessary drawings, based on the 7,175 square foot drawing already provided on the Mystic site, to get preliminary costs for both the building and the site which would include the engagement of a civil engineer. A resident requested a roll call vote. The vote was as follows: Supervisor Cummings Nay Supervisor Pedersen Nay Supervisor Thomas Aye Supervisor Gormley Aye Supervisor Polvinen Aye The motion passed with three ayes and two nays. B. Any other old business to come before the Board There was none. X. NEW BUSINESS A. Disbursement of FY2017 net proceeds to Golf Course Special Improvement Fund and to the Capital Fund GM said that now that the audit is complete, she requested that the Board approve the following disbursement of those funds: From Golf Pro Shop Operations to Golf Course Special Improvement fund = $79,291; and from other than Golf Operations to Capital Fund = $49,562. Chair entertained a motion to approve the disbursements as requested by GM. Supervisor Cummings made the motion, and Supervisor Gormley seconded the motion. The Board voted unanimously to approve the motion. B. Any other new business to come before the Board - Supervisor Gormley made a motion that the Board accept the 2016/2017 Audit Report prepared by Phillips Harvey Group and Supervisor Pedersen seconded the motion. The Board voted unanimously to approve the motion. The Board also agreed to accept the recommendations of the auditors. XII. NEXT WORKSHOP/ MEETINGS A. Special Board Meetings (Golf Architect Interviews): Wed, Feb 14, 1:30 p.m., Card Room C; Thurs, Feb 15, 12:30 p.m. & 3:30 p.m., Card Room C; Fri, Feb 16, 12:30 pm, HOA Conference Room B. Facilities & Amenities Advisory Committee, Mon, Feb 19, 2 p.m., Card Room C C. Golf Course Renovation Ad Hoc Committee, Thurs, Feb 22, 10 a.m., Card Room C

8 HGRD Regular Board Meeting, January 31, 2018, Page 8 of 8 D. Long Range Planning Ad Hoc Committee, Mon, Feb 12 & Feb 26, 11 a.m., Card Rm E. Regular Board Workshop, Mon, Feb 26, 2 p.m., Card Room C F. Regular Board Meeting, Wed., Feb 28, 5 p.m., Card Room C XIII. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 6:54 p.m. /mem SUBMITTED BY: February 28, 2018 Date Mary Ellen Marvin, HGRD Bd Asst APPROVED BY HGRD BOARD: February 28, 2018 Date Dick Thomas, HGRD Board Chair