Page 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 MINUTES OF MEETING Each person who decides to appeal any decision made by the Board with respect to any matter considered at the meeting is advised that the person may need to ensure that a verbatim record of the proceedings is made, including the testimony and evidence upon which such appeal is to be based. The regular meeting of the Board of Supervisors of the Preserve at Wilderness Lake Community Development District was held on Wednesday, April 6, 2016 at 9:30 a.m. at The Preserve at Wilderness Lake Activity Center at the Lodge located at 21320 Wilderness Lake Boulevard, Land O Lakes, Florida, 34637. Present and constituting a quorum: Lou Weissing Board Supervisor, Chairman Beth Edwards Board Supervisor, Vice Chairman Scott Diver Board Supervisor, Assistant Secretary James Estel Board Supervisor, Assistant Secretary Angelo Daniel Board Supervisor, Assistant Secretary Also present were: Clifton Fischer District Manager, Rizzetta & Company, Inc. John Vericker District Counsel, Straley & Robin Tonja Stewart District Engineer, Stantec Consulting Tish Dobson Lodge Manager Ashley Davis Asst. Lodge Manager/Event Coordinator Scott Smith Representative, RASI John Toborg Operations Manager, Rizzetta & Company, Inc. (joined the meeting at 9:42 a.m.) Audience FIRST ORDER OF BUSINESS Call to Order Mr. Fischer called the meeting to order confirming a quorum for the meeting and asked all those in attendance to join him in reciting the pledge of allegiance. SECOND ORDER OF BUSINESS Audience Comments/ Board & Staff Responses Audience comments were entertained regarding concerns with potential site view issues on the traffic island at the junction of Cormorant Cove Dr. and Night Heron Dr. and cattails in the ponds. It was also noted that the landscaping is lacking in that area. Ms. Dobson will look into these matters. THIRD ORDER OF BUSINESS Board Supervisor Requests and Walk on Items Board Supervisors led discussion regarding speeding issues and the need to remind residents via e-blasts and the newsletter to watch for Sand Cranes, etc.
Page 2 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 Discussion was held regarding a request from the Deerfield HOA to have sod installed in the areas where the drainage improvements were made and the need for all such requests to come before the Board. Ms. Edwards noted items on the agenda that she would like to discuss in detail when considered during the meeting. FOURTH ORDER OF BUSINESS Consideration of Minutes of the Board of Supervisor s Meeting Held on March 2, 2016 The Board requested that two revisions be made to the minutes clarifying what project was being referenced in line 89 and eliminating unnecessary verbiage from lines 114 & 115. On a Motion by Ms. Edwards, seconded by Mr. Diver, with all in favor, the Board of Supervisors approved the minutes of the Board of Supervisor s meeting held on March 2, 2016, as amended, for the Preserve at Wilderness Lake Community Development District. FIFTH ORDER OF BUSINESS Consideration of Minutes of the Board of Supervisor s Workshop Held on March 7, 2016 Mr. Vericker stated that he was not in attendance at the workshop and the Board requested a revision be made to line 68. On a Motion by Ms. Edwards, seconded by Mr. Daniel, with all in favor, the Board of Supervisors approved the minutes of the Board of Supervisor s workshop held on March 7, 2016, as amended, for the Preserve at Wilderness Lake Community Development District. SIXTH ORDER OF BUSINESS future. Consideration of Operation and Maintenance Expenditures for February Ms. Edwards recommended that a line item be added to the budget for animal control in the On a Motion by Mr. Diver, seconded by Ms. Edwards, with all in favor, the Board of Supervisors ratified the operation and maintenance expenditures for February totaling $72,434.59 for the Preserve at Wilderness Lake Community Development District. SEVENTH ORDER OF BUSINESS Review of Financial Information A brief discussion was held on the reserve fund and the need to verify the payment of the playground down payment. Mr. Fischer stated that he is still working on the reserve fund spread sheet. Mr. Weissing suggested that another reserve study be completed next year and funding for it be included in next year s budget.
Page 3 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 EIGHTH ORDER OF BUSINESS General Interest Items A. District Counsel Mr. Vericker stated that Mr. Fischer has been working on the encroachment issues. Mr. Fischer reported on the status of the encroachments, noting that he has been working with residents and Mr. Brunite from Gaydos to make any necessary repairs. The possibility of establishing some sort of base line to establish the time line for violations was mentioned. Ms. Edwards recommended that the next newsletter include an article highlighting approved improvements (with pictures) rather than just always noting negatives. Mr. Vericker touched on the memo generated by his office and the estimated time frame for the governor to either sign the laws or veto them. It was stated that the approved legislation set minimum requirements and do not preclude Districts from keeping any existing standards currently in place that surpass the minimums. Ms. Edwards asked that Mr. Vericker work with Rizzetta to clarify the contract language in the RASI Agreement regarding Lodge Staff. She asked that he ensure that the agreement includes a provision for the District to retain current employees should it ever be terminated. B. District Engineer Ms. Stewart spoke regarding an inspection of the drainage improvements that was performed at the request of Ms. Dobson following a residents request for irrigation repairs and sod to be installed. She stated that her inspection did show that the outfall condition was susceptible to erosion and she requested that fabric and rocks be installed to stabilize the area. She also noted that the common path along Deer Path where the actual work was performed is in need of sod to further stabilize the area. Ms. Dobson reviewed the proposal that was provided to her by the Deerfield HOA and a brief discussion ensued regarding whether the property was owned by the CDD, HOA, or individual residents and where the actual responsibility for funding should fall. Concern was expressed with the cost of the proposal and a request made to obtain a quote from Sunrise Landscape to complete the install. The following Board action was taken: On a Motion by Mr. Diver, seconded by Mr. Estel, with all in favor, the Board of Supervisors authorized District Management to arrange for the work to be completed by Sunrise Landscaping with a not to-exceed amount of $2,700 and to split the cost with the HOA 50/50 for the Preserve at Wilderness Lake Community Development District. Ms. Edwards asked that Management also ensure that reimbursement is received for the Downspout connection fees that the Board approved last month, which was to be split with the HOA as well. She also asked that Sunrise bill the HOA separately for their portion of the sod install. It was stated that it is possible that the HOA may want to have their own vendor compete the work on HOA property, but either way the District is only committing to $1,350.
Page 4 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 Mr. Stewart reviewed the results of an inspection of the stormwater drainage system for the purpose of re-certifying the ponds. She noted that there were some structures that were not located and asked for authorization to expend funds of up to $5,000 to complete the inspection and make any necessary repairs to ensure the system is functioning properly. On a Motion by Ms. Edwards, seconded by Mr. Diver, with all in favor, the Board of Supervisors authorized the District Engineer to complete the stormwater drainage system and make any necessary repairs to re-certify the ponds with a not-to-exceed amount of $5,000 for the Preserve at Wilderness Lake Community Development District. Ms. Edwards confirmed that the inspections should be completed on an annual basis and asked that a line item be added to the budget for future planning. She reported on discussions she had with a representative of the County relative to any options the District might have should high water levels continue and County wide drainage issues continue. She stated that the only option would be to install an additional pond or two. Discussion ensued on the topic, with Ms. Stewart stating that the desire is to get the existing system functioning properly to avoid this need. Discussion was held regarding continued street paver issues and the option of replacing them with a stamped concrete or asphalt and the possibility of timing the replacement to occur at the same time as the roads are being resurfaced. Concerns with the length of time traffic flow would be disrupted were noted. Mr. Estel was appointed to serve as the Board Liaison to work with Stantec to finalize a plan to replace the pavers at the front of the community with pricing for individual sections and the entire project to be provided at the next meeting. Ms. Stewart spoke regarding issues with obtaining the permit for the playground from Pasco County. She explained that they are looking for additional information relative to ADA Compliance in terms of accessible route perspectives for playground equipment, playground surface material, and playground accessibility from parking lot and pedestrian path. The equipment is ready to be installed as soon as the permit is issued. A survey has been completed to assist with demonstrating compliance and/or any items that might be needed to come into compliance. She stated that Lee Harwell, from her office, will be taking point on this matter going forward. A brief discussion ensued with the following Board action taken: On a Motion by Mr. Diver, seconded by Ms. Edwards, with all in favor, the Board of Supervisors authorized the District Staff (Engineer, Counsel, and Management) to work with the Chairman to make the necessary changes to the playground plans required by Pasco County to issue the building permit to begin construction of the playground with a not-to-exceed amount of $10,000 for the Preserve at Wilderness Lake Community Development District. A request was made that the next e-blast be used to inform residents of the revised timing for completion of the playground due to County permitting issues.
Page 5 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 Ms. Stewart spoke briefly on the transition of services from herself to Lee Harwell moving forward. (A brief recess was taken at 11:45 a.m. The meeting reconvened at 11:25 a.m. with all Supervisors in attendance at the onset of the meeting still in attendance.) C. Lodge Manager Ms. Dobson reviewed the three options that she was asked to provide to address the computer back up in the event the District s system goes down. Option one is essentially the purchase of a USB drive that is relatively inexpensive, but it would take approximately 10 days to recover the data should a system failure occur and would require mandatory gate monitoring until the system is back up. Option two, is the installation of a software back up system that stores the data offsite at an annual cost and would take a few days to restore data. Option three is an onsite system with higher up front costs but faster restoration times. She reviewed funding options for the system as well. On a Motion by Mr. Diver, seconded by Mr. Estel, with all in favor, the Board of Supervisors approved option three from Ideal Network Solutions to install the Barracuda back-up appliance with 3-years of storage at a cost of $2,966 for the Preserve at Wilderness Lake Community Development District. Ms. Dobson presented plans to establish a Celebration of Life garden to honor and memorialize residents who have passed. Concern was expressed with including individual names on plaques based on cost and the need to establish criteria, etc. and a brief discussion ensued. Mr. Toborg suggested that the area behind the Nature Center might be better suitable in terms of a quieter atmosphere. Mr. Fischer recommended that a simple statement be placed at the approved site rather than individual plaques. Motions were made and withdrawn for option one, and a motion for option two put forward that was not seconded. It was eventually decided to table any action on this for another month. Ms. Dobson presented revised new resident forms to be provided to and/or completed by new residents when they come in to pick up their access cards, etc. They include a check list indicating that the resident has received and acknowledges an understanding of the Natural Areas Policy. Ms. Edwards asked that the policy include a signature line for residents to execute. The Board asked for additional examples of what constitutes CDD and HOA property, wetlands, woods, etc. Other minor revisions were requested. On a Motion by Ms. Edwards, seconded by Mr. Diver, with all in favor, the Board of Supervisors approved the revised new resident packet as discussed for the Preserve at Wilderness Lake Community Development District. Discussion was held on the lodge report and what steps have been taken to ensure a good turn out at the meeting with the County on paving the streets.
Page 6 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 Ms. Edwards asked that Ms. Dobson get with her before she makes any plans regarding the furniture for the Nature Center. D. Operation Manager s Report Mr. Toborg touched on the pricing for the landscaping proposal for the Garden of Life area ($1,900). He stated that he has contacted Sunrise regarding the detail work that appears to be slipping and continues to work on the tree issues. He noted that the annuals have been installed. Mr. Toborg stated that he is close to having the landscape enhancement plan ready to present next month and addressed the issues mentioned by Ms. Edwards. A brief discussion was held regarding developing a tree replacement plan. Mr. Toborg explained that it is not possible to do that as there are too many moving parts, such as estimating why and when trees will die, the current budget for tree replacement, and the number of additional landscaping projects in play. Mr. Weissing inquired whether Staff was looking for Board approval on the proposals included in the agenda. Mr. Toborg stated that he his researching whether the Viburnum that needs to be replaced should be a warranty item. A question was raised as to whether it might make more sense to install a fence rather than replacing the Viburnum. Mr. Diver inquired about installing some plant material by the out flow box in Deerfield for esthetic purposes. EIGHTH ORDER OF BUSINESS Consideration of Resident Request for Barre in Yoga Room Following a brief discussion, it was decided to table action on this matter pending further input from the resident. It was noted that the finding a location for the barre would be difficult without moving a lot of equipment. Ms. Dobson will research resident interest in installing a barre. NINTH ORDER OF BUSINESS Staff Reports Mr. Fischer reminded the Board that the next meeting is scheduled for May 4, 2016 at 6:30 p.m. He recommended that the Board schedule a budget workshop on either May 11 th or 19 th. The Board decided to hold the workshop on May 11, 2016 at 10:00 a.m. A brief discussion was held regarding Item #5 in the Gaydos report. Ms. Dobson explained that the incident involved a resident trimming branches that were hanging over their home from a tree on the border of the wetland area and the resident s property. TENTH ORDER OF BUSINESS Supervisor Requests There were no Supervisor requests put forward.
Page 7 250 251 252 253 254 255 256 ELEVENTH ORDER OF BUSINESS Adjournment On a Motion by Mr. Diver, with all in favor, the Board of Supervisors adjourned the meeting at 1:18 p.m. for the Preserve at Wilderness Lake Community Development District. Assistant Secretary Chairman/Vice Chairman