SUN N LAKE OF SEBRING IMPROVEMENT DISTRICT BOARD OF SUPERVISORS MEETING Wednesday May 7, 2008 MINUTES

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1 SUN N LAKE OF SEBRING IMPROVEMENT DISTRICT BOARD OF SUPERVISORS MEETING Wednesday May 7, 2008 MINUTES The regular meeting of the Board of Supervisors of Sun n Lake of Sebring Improvement District was held Wednesday May 7, 2008 at 6:00 pm at the Community Center, 3500 Edgewater Drive, Sebring, Florida. The meeting was called to order at 6:00 pm by President Puffenberger. SUPERVISORS PRESENT: Mr. George Puffenberger, President Mr. Robert Severino, Vice President Mr. Frank Guglielmi Ms. Diana Johnson Mr. Dave Halbig The District General Manager, Mr. Al Grieshaber Jr.; District Attorney, Mr. John McClure; Director of Golf Operations Ron Wonderling; Vice President Kitson & Partners John Fogel; Commissioner Andrew Jackson and Commissioner Guy Maxcy were present. There were approximately 35 people in attendance. Call to order President Puffenberger Pledge of Allegiance Announcements: Next regular meeting is scheduled for Friday, May 23, 2008 at the Community Center, 3500 Edgewater Drive, at 9:00 am. CONSENT AGENDA Minutes of meeting held April 11, 2008 Minutes of meeting held April 25, 2008 Resolution To update signatories on all District bank accounts Resolution To reject the bids in response to RFP and construct the improvement after the Unit 8 utility expansion is master planned Motion to approve Consent Agenda Supervisor Guglielmi moved to approve the Consent Agenda and Supervisor Halbig seconded. The Consent Agenda was approved unanimously.

2 ACTION AGENDA Motion to allow the District to explore the option of internet voting for Landowner elections General Manager Al Grieshaber Jr. explained the reason for requesting exploration of online voting. In response to the landowners request to clarify and establish a more efficient voting procedure, on-line voting is an option to be explored and considered to increase participation and hold down costs. This motion would allow the District office to simply explore the option and present it to the landowners for consideration. There were several questions from the Board clarifying the extent of this motion and there was a public comment. Supervisor Severino moved to approve the motion and Supervisor Johnson seconded. The motion to allow the District to explore the option of internet voting for Landowner elections was approved unanimously. Resolution To advertise for bids for the conversion of the Sun n Lake of Sebring utility/financial computer system from the IBM AS/400 to a Windows based program General Manger Al Grieshaber Jr. explained the limitations and frustrations with the current District software. A list of expenses related to the current software was detailed. General Manager Al Grieshaber Jr. reviewed a resident correspondence requesting that return envelopes be withheld for those who pay their bills on-line. It was relayed that the current system is not able to handle such a filtered request and that upgraded software would assist with filtering and streamlining our data to accommodate such public requests. President Puffenberger and Supervisor Halbig both agreed that the current system is in need of upgrade. Supervisor Severino moved to approve Resolution and Supervisor Guglielmi seconded. Resolution was approved unanimously. Resolution To authorize the District to advertise an RFP for pavement management and construction services General Manger Al Grieshaber Jr. reviewed the results of the Open Forum on Pavement Management and confirmed that the response was good and the feedback from the residents was positive. The cost to pave a 20 wide road with 1 of asphalt is approximately $80,000 per mile. Other techniques and options are available and the District would like to explore those options and obtain an evaluation in response to public comments. President Puffenberger suggested that the company doing the evaluation of the roads should not also be the contractor doing the work. There were comments from the public. Supervisor Halbig and Supervisor Johnson inquired about the roads in Sun n

3 Lake and whether or not they conform to County standards. Director of Public Works and Utilities Julian Deleon explained the condition of the roads within Sun n Lake and how they conform to County standards. District Attorney John McClure gave a brief explanation as to how the roads became the District s responsibility. Supervisor Johnson moved to approve Resolution and Supervisor Guglielmi seconded. Resolution was approved unanimously. Resolution To authorize application for a Citizen Corps/CERT sub-grant from the Florida Division of Emergency Management (FDEM) under the Homeland Security Grant Program General Manager Al Grieshaber Jr. reviewed the CERT program and confirmed that participation in this program would be at no cost to the District. Mr. Stange, President of the Property Owners Association confirmed that there are currently 11 members of this program in Sun n Lake. There was no discussion from the Board and no comments from the public. Supervisor Severino moved to approve Resolution and Supervisor Halbig seconded. Resolution was approved unanimously. Petitions and Communications Letter to Charles Bryan, Highlands County Tax Collector regarding clarification of tax roll requirements Letter from Mr. & Mrs. Lassegue regarding Unit 16 special assessment and District response Letter to RGA Services Inc. regarding contract requirement for 24 hour security service Thank you letter from Salvatore & Marlys Arraiz regarding chain link fence at Granada and Ponce de Leon Letter from Mr. Errol Clarke regarding O & M assessments and District response Letter from Val Charapatta regarding misuse of District vehicle/cost saving suggestion and District response District Attorney s Report District Attorney John McClure reviewed several items currently being processed by his office. The Property Owners Association complaint was served at the District office regarding the Urban Density Maps. Mr. Robin Gibson has been retained by the District to handle this matter. Demand letters for Unit 16 were sent to delinquent owners in Area A and Area C with a few exceptions. The exceptions were explained. A meeting is scheduled for Wednesday, May 14, 2008 with Mr. Greg Spiro of NRPI, General Manager Al Grieshaber Jr., District Attorney John McClure and Supervisor Halbig. The rules of Conflict of Interest (Form 8B) were reviewed and clarified. A memorandum of the rules was provided to the Board Secretary. Wetlands Mitigation bank is still being explored.

4 General Manager s Report General Manger Al Grieshaber Jr. reviewed several items of interest. The initial partnering meeting was held on 4/29/08 with The Evans Group regarding the Golf Clubhouse and Recreational Complex projects. The meeting was attended by Vice President John Fogel of Kitson and Partners, Director Golf Operations Ron Wonderling, Golf Course Architect Ron Garl, District Engineer Dale Polston, Mike Dunn of Lodge Construction and General Manager Al Grieshaber Jr. The meeting went very well, several items were discussed. John Fogel and Ron Wonderling were thanked for their contribution to the discussion in regards to value engineering. General Manager Al Grieshaber Jr. and Director of Golf Operations Ron Wonderling have scheduled a trip to some local Clubhouses designed by The Evans Group to review the design and appearance of the buildings. Supervisor Johnson and General Manager Al Grieshaber Jr. met with District Attorney John McClure and his staff to review the foreclosure file status. Demand letters were sent to delinquent lots in Unit 16 Area A and Area C in accordance with the foreclosure resolution approved by the Board of Supervisors. Volunteers in the District were recognized and thanked for their assistance and commitment to make the District a better community. Commissioner Andrew Jackson has requested a private meeting with a designated Board member to assist with the dispute over the Urban Density maps. It was suggested that President Puffenberger be designated to represent the Board at a meeting with Commissioner Jackson. There was consensus from the Board to authorize President Puffenberger to discuss the matter with Commissioner Jackson. It was suggested that Dick Miller be present at that meeting and District Attorney John McClure counseled that this was not advisable since a suit has been filed and served on the District. John McClure also suggested that District Counsel be advised of this meeting. President Puffenberger and Commissioner Jackson agreed to meet and discuss the issue. General Manager Al Grieshaber Jr. requested Board consensus to prepare a proposal for the County regarding the Thunderbird Wastewater Treatment plant. This proposal would allow the District to offer the County an alternative to closing this plant but would not bind the District to anything without further Board consent. District Attorney John McClure advised that he would research the District Charter to confirm that we have the authority to expand our wastewater services outside of the District boundaries. Consensus of the Board was given. Public Comments There were public comments on a variety of topics: Community Center usage conflict, name change for the New Property Owners Association, tax collector response regarding delinquent assessments, District vehicle usage, vacant lots in the District, security presence, Mid Florida Credit Union parking lot, RFP/Bid requirements, Avon Park reclaimed water agreement and drainage in Unit 2.

5 Discussion to/from Board Supervisor Halbig requested a legal opinion regarding Seat #1 from the District Attorney. District Attorney John McClure agreed to provide a written opinion if the Board desires. Mr. McClure provided a verbal opinion but acknowledged that he would provide a written opinion for the Board. With no further business, the meeting was adjourned at 8:15 pm. George Puffenberger, President Board of Supervisors Transcribed by: Ann M. Mitchell Board Secretary