MEETING MINUTES LAKEWOOD RANCH COMMUNITY DEVELOPMENT DISTRICT 5

Transcription

1 MEETING MINUTES LAKEWOOD RANCH COMMUNITY DEVELOPMENT DISTRICT 5 The regular meeting of the Board of Supervisors of the Lakewood Ranch Community Development District 5 was held on Thursday, December 17, 2015 at 9:00 a.m. at the Lakewood Ranch Town Hall, 8175 Lakewood Ranch Boulevard, Lakewood Ranch, FL CALL TO ORDER AND ROLL CALL Mr. Cohn called the meeting to order at 9:39 a.m. and Ms. Ross called the roll. Present and constituting a quorum were: Martin A. Cohn Thomas E. Leavey Alan G. S ii verglat Glenda M. Robertson David L. Emison Also present were: Andrew Cohen Rey Malave Anne L. Ross Steven H. Zielinski Paul Chetlain Gary Glass Jessica Mears Tracie Hunt Ana Owen AUDIENCE COMMENTS Chairman Vice-Chairman Treasurer Secretary Assistant Secretary District Counsel District Engineer Executive Director Chief Financial Officer Director of Operations Director of Community Association Services Clerk to the Boards Field Office Manager Purchasing Manager There being no comments from the audience, the next item followed. FIRST ORDER OF BUSINESS Consent Agenda A. Minutes of the November 19, 2015 Board Meeting B. Check Register for the Period November 1, 2015 through November 30, 2015 C. Financial Statements for the Period Ending November 30, 2015 Mr. Cohn stated the Check Register and the Financial Statements for the month of November as well as the minutes were reviewed at the Agenda Review Workshop and called for a motion to approve the Consent Agenda. On MOTION by Mr. Silverglat, seconded by Ms. Robertson, with all in favor, the Consent Agenda was Approved. Page I of7

2 December 1 7, Mr. Zielinski noted there was a question during the Agenda Review Workshop regarding 45 shared expenses for arterial roads landscaping and this is the payment to CDD2 for CDD5's 46 contribution. The notation incorrectly states that the payment is to CDD6 and this will be 47 changed. 48 SECOND ORDER OF BUSINESS Public Hearing 49 There being no public hearing, the next item followed. 50 THIRD ORDER OF BUSINESS Coutiuued Business 51 A. Review of the Old Business Status Report 52 Ms. Ross stated the Old Business Status Report was reviewed during the Agenda Review 53 Workshop and provided highlights. In regards to LED Streetlight Project, Ms. Ross reported the 54 Request for Proposals will be advertised in January In regards to Belmont Paving Issue, 55 Ms. Ross stated the geotechnical work is complete and staff and the District Engineer will meet 56 with the geotechnical contractor to discuss the results. Ms. Ross reported that staff is in the 57 process of reviewing proposals for the Pavement Management Report update work and more 58 information will be provided to the Board in January Mr. Silverglat requested the Old 59 Business Status Report be updated in order to contain dates for expected deliverables. 60 Mr. Silverglat inquired about the status of the Phase 6 storm drain repairs. Mr. Chetlain 61 responded that a video inspection was conducted and the District Engineer is working with Stage 62 Door II, Inc. to develop a scope for structure 18, which will require significant repairs. Mr. 63 Silverglat inquired about Board approval for this work and Mr. Chetlain responded it will be 64 communicated to the Board once the scope of work is finalized. Mr. Silverglat asked if the 65 Board should take any action to allow the project to move forward between Board meetings. Mr. 66 Malave stated the estimated costs for repairs are only preliminary at this point and the structure 67 can wait a few months prior to the repairs. 68 B. Discussion on District Common Area Palm Species 69 Ms. Ross advised that this item was placed on the agenda per Board request from the 70 November 19, 2015 meeting. The Board held a discussion on December 15, 2015 regarding 71 palm pruning frequencies and the Supervisors determined that they would like to re-instate bi- 72 annual palm pruning events. This will be placed on the January 2016 agenda for Board 73 discussion/action. 74 FOURTH ORDER OF BUSINESS New Business Page 2 of?

3 75 A. Approval of Second Renewal and Third Amendment to the Contract for 76 Landscape Maintenance Services with Down to Earth Lawncare II, Inc. 77 Mr. Chetlain advised that the second and final renewal of the Landscape Maintenance 78 Services contract with Down to Earth Lawncare II, Inc. is before the Board as the current 79 renewal will expire on January 2, Staff recommends that the District approve the final 80 renewal for the period of January 3, 2016 to January 2, 2017 in the amount of $454, The FY2016 budget appropriation for this contract is $449,260.00, which will result in a 82 projected shortfall of $5, This would be absorbed by balances generated in other line 83 items. The renewal includes the recently approved change order for the increased quantity of 84 annuals to be installed at the neighborhood monuments. Mr. Cohen advised that he reviewed the 85 renewal and worked with Mr. Zielinski in order to develop the legal text. Mr. Cohn asked if staff 86 is preparing the process to solicit proposals for these services once this agreement expires. Mr. 87 Zielinski responded that the Purchasing Manager has started working on the RFP process. There 88 being no further discussion, Mr. Cohn called for a motion for approval. 89 On MOTION by Mr. Leavey, seconded by Mr. Emison, with all in 90 favor, the Board Approved the Second Renewal and Amendment 91 for Landscape Maintenance Services with Down to Earth 92 Lawncare II, Inc. for January 3, 2016 to January 2, 2017 in the 93 amount of$454, FIFTH ORDER OF BUSINESS Staff Reports 96 A. Attorney 97 Mr. Cohen stated he has no items to report at this time. Mr. Cohn noted that he ed 98 District Counsel regarding CDD6's request to encourage residents within CDD2 and CDD5 to 99 direct their vendors to the Legacy Gate. Mr. Cohen responded that he will work with staff to 100 develop the language and reminded the Board that it is important to provide no guarantees of 101 safety and security. 102 B. Engineer 103 Mr. Malave stated a memo was included in the agenda package regarding engineering 104 related issues. He reported that the inlet restoration work will resume in January 2016 to avoid 105 disturbing the traffic during the holiday season for residents and visitors. Mr. Silverglat inquired 106 about the status of residential abuse of the irrigation schedule in the Belmont neighborhood and 107 Ms. Ross responded that staff will provide the results to the Board. Mr. Cohn inquired about the Page 3 of?

4 108 Belmont roadway engineering evaluation. Mr. Malave responded a preliminary report will be 109 available for January Mr. Cohen advised that he has worked with staff and the District 110 Engineer to review the project and he is available to speak with the Board members individually 111 regarding any updates. 112 C. Executive Director 113 i. Executive Directors Report 114 Ms. Ross reviewed the Executive Director's Report. She advised that Town Hall 115 will be closed the following dates in observance of holidays: Thursday, December 24, 2015, 116 Friday, December 25, 2015, Thursday, December 31, 2015 and Friday, January 1, The 117 next Resident Orientation will be held on Wednesday, January 6, Ms. Ross reviewed the 118 employee anniversaries for December. 119 Ms. Ross reported that staff met with Manatee County project management 120 coordinators to facilitate better communications related to projects that affect Lakewood Ranch 121 residents, such as the Edgewater traffic signal. This project is currently on schedule. 122 Ms. Ross provided a summary of the Manatee County Board of County 123 Commissioners December 15, 2015 meeting. She advised that the Commissioners discussed 124 Hidden River Trail and they have requested that the Public Works Department review the 125 roadway and conduct a traffic count. No action was taken on an ordinance to set a public 126 hearing regarding restriction of bicycles on Hidden River Trail. The options that the Public 127 Works Department will review include: restricting bicycles, lowering the speed limit to 20 MPH 128 and restricting motorists. Mr. Silverglat inquired about potential legal exposure related to the 129 bicyclist issue. Ms. Ross stated that signage prohibiting bicycles is posted; however, it is 130 unenforceable without an ordinance. Mr. Cohen responded that the roadway is owned by 131 Manatee County and Mr. Chetlain added that the sidewalks are owned by Manatee County. 132 ii. Transponder Extension Request-Melanie Scaffe 133 Ms. Ross noted the request from Ms. Scaffe for a handheld transponder was initially 134 granted for medical reasons by the CDD2 Board; however, this request should have went before 135 the CDD5 Board as she resides within the Montclair neighborhood. A memo with the history of 136 the request is included within the agenda package. Ms. Ross stated should the Board approve 137 this request from Ms. Scaffe, additional infonnation will be required prior to the Board granting 138 any future extensions. Page 4 of7

5 December I 7, On MOTION by Mr. Emison, seconded by Ms. Robertson, with all 140 in favor, the Board Granted a Three Month Extension (December to February 2016) to Waive the Residential Handheld 142 Transponder Administrative Policy IDA for Medical 143 Reasons for Melanie Scaffe D. Chief Financial Officer 146 i. Finance Report 147 Mr. Zielinski reviewed the Chief Financial Officer's Report. 148 ii. FY2017 Budget Planning Preparation Package 149 Mr. Zielinski stated the FY2017 budget workshops will be held on Thursday, March , 2016, Thursday, April 28, 2016 and Tuesday, May 31, The workshops will be held at :30 a.m. in Salon C. 152 E. Operations Director 153 i. Operations Report 154 Mr. Chetlain reviewed the Operations Report. He highlighted that an aeration device 155 was installed on storm water retention pond 305, near the Teal Creek neighborhood. A survey 156 was conducted to review the condition of the storm water inlets and manhole covers. 157 Ms. Hunt reported that vandalism throughout CDD2 and CDD5 occurred during the 158 morning hours of December 16, Approximately 15 stop signs were stolen from 159 intersections and staff has put up temporary signs. Damage was caused to private property, 160 CEVA property and CDD property. Staff has ordered new permanent signs as well as the post 161 wrapping. She noted that she has provided MCSO with assistance such as reviewing the gate 162 footage. 163 Mr. Cohn inquired about the Vilamoura lift station. Mr. Chetlain responded the 164 screening surrounding the lift stations was cleaned up and Brazilian Pepper Trees were removed. 165 ii. Landscape Inspection Report 166 Mr. Chetlain reviewed the Landscape Inspection Report. 167 iii. Storm Water Retention Pond 168 There being no report, the next item followed. 169 F. Director of Community Association Services 170 Mr. Glass reviewed the Community Association Services Report. He advised that he 171 met with organizers for the Jingle 5k Run/Walk on December 18, 2015 and they have agreed to Page 5 of?

6 172 relocate the route off Lakewood Ranch Boulevard in order to avoid disrupting traffic on the 173 roadway. Mr. Silverglat thanked Mr. Glass for his efforts. 174 G. Community Activities Director 175 A report from the Director of Community Activities was included in the agenda package. 176 H. Safety Committee 177 Ms. Robertson reported that the CEV A Safety Committee meeting will be held today at :00 p.m. in Town Hall. 179 i. MCSO Patrol Report 180 Ms. Robertson stated there are no new items to report since the Agenda Review 181 Workshop. 182 I. Homeowner's Association 183 Mr. Steven Peters, President of CEV A and resident of Brier Creek, stated there are no 184 items to report on behalf of the CEV A Board. He requested the CDD5 Board approve his 185 request to post signage regarding a fund raiser for the Southeastern Guide Dogs organization. 186 The Yappy Hour event will be held on February 23, 2016 from 4:00 p.m. to 7:00 p.m. at the 187 Square 1 restaurant on University Parkway. He stated the fliers will be posted on dog waste 188 stations throughout the community. Mr. Chetlain noted that staff can attach the fliers during the 189 normal rounds and Mr. Peters offered to assist with this. 190 On MOTION by Ms. Robertson, seconded by Mr. Emison, with all 191 in favor, the Board Approved the Request from Mr. Steven Peters 192 and the Southeastern Guide Dogs to Post Fliers on Dog Waste 193 Stations. baa~~~~~~~~~~~~~~~~~~~~~~~ J. Landscape Committee 196 There being no report, the next item followed. 197 SIXTH ORDER OF BUSINESS Supervisors' Requests and Comments 198 A. IDA Report 199 Mr. Silverglat stated there are no additional items to report on behalf of the IDA. 200 ADJOURNMENT 201 There being no further business, Mr. Cohn called for a motion to adjourn 10:08 a.m. 202 On MOTION by Mr. Silverglat, seconded by Mr. Emison, with all 203 in favor, the meeting adjourned Page 6 of7

7 Lakewood Ranch CODS Secretary/ Assistant Secretary Thomas Leavey, ViceChair Pr,qpared by: l~q1!1wt/ Jessica Mears, Clerk to the Boards Page 7 of7