DEER ISLAND COMMUNITY DEVELOPMENT DISTRICT Agenda Package Board of Supervisors Meeting Date & Time: Tuesday October 27, 2015 8:00 a.m. Location: Deer Island Clubhouse 18000 Eagles Way Deer Island, Florida Note: The Advanced Meeting Package is a working document and thus all materials are considered DRAFTS prior to presentation and Board acceptance, approval or adoption.
Deer Island Community Development District October 27, 2015 Development Planning and Financing Group 15310 Amberly Drive, Suite 175, Tampa, Florida 33647 Phone: 813-374-9105 Board of Supervisors Deer Island Community Development District Dear Board Members: The Business Meeting of the Board of Supervisors of the Deer Island Community Development District is scheduled for Tuesday, October 27, 2015 at 8:00 a.m. at the Deer Island Clubhouse 18000 Eagles Way Deer Island, Florida 32757. The advanced copy of the agenda for the meeting is attached along with associated documentation for your review and consideration. Any additional support material will be presented at the meeting. The balance of the agenda is routine in nature and staff will present their reports at the meeting. If you have any questions, please do not hesitate to contact me. Sincerely, Patricia Comings-Thibault District Manager CC: Attorney Engineer District File
District: DEER ISLAND COMMUNITY DEVELOPMENT DISTRICT Date of Meeting: Tuesday, October 27, 2015 Time: 8:00 a.m. Location: Deer Island Clubhouse 18000 Eagles Way Deer Island, Florida Conference Call In: 712-775-7031 Guest Code: 109-516-380# Agenda I. II. IV. Call to Order and Roll Call Audience Question and Comment on Agenda Items Vendor Reports A. Aquatic Systems Monthly Report B. Valley Crest Landscape Report C. Operations Report Exhibit 1 V. Administration Items: A. Approval of Minutes of July 28, 2015 Meeting Exhibit 2 B. Acceptance of September 2015 Summary Financial Statements Exhibit 3 VI. Business Matters: A. Ratification of Executed ValleyCrest Proposal - $307 Irrigation Repairs Exhibit 4 B. Consideration of ValleyCrest Proposal - $1,162.50 Exhibit 5 Palm Pruning in Medians Along Causeway C. Consideration of ValleyCrest Proposal - Sod $6,460 Exhibit 6
DEER ISLAND CDD AGENDA October 27, 2015 VII. Staff Reports A. Manager B. Attorney Developer Update C. Engineer VIII. Supervisor Requests IX. Public Comments X. Adjournment Page 2 of 2
EXHIBIT 1
DEER ISLAND COMMUNITY DEVELOPMENT DISTRICT OCTOBER 2015 BOARD REVIEW
Major Activities completed / in process Street Cleaning of all streets completed. Causeway Clearing project continues. Working with the Deer Island Board Supervisor on issues surrounding scope of work. Additional status to be provided at next board meeting. Internet issues resolved. Inoperable internet adversely affects remote access to the security cameras. PowerOne replaced the router.
Major Activities completed / in process All Scheduled monthly maintenance work has been completed by Valleycrest. Plant replacement is scheduled for October 22,2015 Camera issues not resolved. The license plate camera was to be replaced with a new, state of the art, digital camera - however the technicians could not get it to function properly new camera slated for installation on Oct. 27
Major Activities completed / in process Had a small Fish kill in Pond 2. A representative from the State Dept. of Agriculture met with us and Aquatic systems. It was determined that the fish-kill was a naturally occurring event and was caused by low oxygen levels in the pond normal for warm waters late in the summer. Aquatic systems is aggressively attacking the ponds awaiting on before and after pictures. They ve been onsite three times this month. A full report with findings and action items will be available mid November.
SEPTEMBER GRADE SHEET Performance about the same month over month. Turf issues are the main focus
OCTOBER GRADE SHEET Performance about the same month over month. Turf issues are the main focus
BAD SOD ValleyCrest is working on a proposal to replace, at sod wholesale costs only, the replacement of roughly 9 pallets of sod.
GOOD SOD MOST SOD IS THICK AND GREEN
MISCELLANEOUS PICTURES PLANTS ARE HEALTHY MINOR WEEDS IN BEDS
MISCELLANEOUS PICTURES PALMS REQUIRE TRIMMING
PROPOSALS Palm trimming proposal submitted for $1,162.50. Trimming work is for higher fronds than what s covered in the contract. Sod Proposals
ATTACHMENT C VALLEYCREST REPORT and MAINTENANCE SCHEDULE
DEER ISLAND CDD Completed Tasks 9/15 Weekly Service (Mow, Edge, String Trim & Blow) 1. Also edged section 3,and 4 of the roadways Detail and Shear scheduled section Round-up Application (all beds and causeway ) Sprayed weeds in turf Sprayed all roses with fertilizer Sprayed all azaleas for caterpillars plus fertilizer Sprayed plumbago for thripes Monthly irrigation inspections Irrigation repairs completed upon pre approval Brush hog areas have been mowed Scouted for chinch bugs in turf areas Tasks for Upcoming Month 10/15 Weekly Mow Service (Mow, Edge, String Trim & Blow) Edge section 1,and 2 of roadways Detail and shear entire causeway Schedule monthly irrigation inspection Monitor all ornamental beds for insects and diseases Pressure washing of gatehouse and all light post Provide proposal for palm pruning Provide proposal for sod replacement on causeway Provide proposal for tree staking of leaning trees on causeway
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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 MINUTES OF MEETING DEER ISLAND COMMUNITY DEVELOPMENT DISTRICT The Regular Meeting of the Board of Supervisors of the Deer Island Community Development District was held on Tuesday, July 28, 2015 at 8:00 a.m. at the Deer Island Clubhouse, 1800 Eagles Way, Deer Island, Florida. FIRST ORDER OF BUSINESS Call to Order and Roll Call Ms. Comings-Thibault called the meeting to order. Present and constituting a quorum were: Jack Brown Board Supervisor, Chairman Paul Shiver Board Supervisor, Vice Chairman Ron Mitchell Board Supervisor, Assistant Secretary Minerva Garner Board Supervisor, Assistant Secretary Juan Munoz Board Supervisor, Assistant Secretary Also present were: Patricia Comings-Thibault District Manager/Treasurer Jan Carpenter District Counsel SECOND ORDER OF BUSINESS Audience Questions and Comments on Agenda Items Question about how insurance covers property; for example, due to a hurricane. Also, keeping the causeway clear and maintained would help lessen damage. There was a request for landscaping to come on Friday instead of Monday. This request will be addressed directly with the vendor. Street edging not being done by ValleyCrest and retention pond on Sunset Point not being mowed. These items will be addressed directly with the vendor. THIRD ORDER OF BUSINESS Vendor Reports A. American Eco Monthly Report Ms. Comings-Thibault presented the American Eco monthly report for discussion and asked for comments and questions. Discussion ensued. B. Valley Crest Landscape Report Ms. Comings-Thibault presented the Valley Crest Landscape Report and asked for comments or questions. C. Operations Report Ms. Comings-Thibault presented the Operations Report and asked for comments or questions FOURTH ORDER OF BUSINESS Administration Matters A. Approval of Minutes of May 26, 2015 Meeting Ms. Comings-Thibault presented the Minutes of May 26, 2015 meeting and asked for comments, questions or corrections.
Deer Island CDD July 28, 2015 Regular Meeting Page 2 of 4 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 On a MOTION by Mr. Munoz, SECONDED by Mr. Brown, WITH ALL IN FAVOR, the Board approved the Minutes of the Board of Supervisors meeting held on May 26, 2015 for the Deer Island Community Development District. B. Acceptance of June 2015 Financial Statements Ms. Comings-Thibault presented the June 2015 Financial Statements and asked for comments or questions. On a MOTION by Mr. Brown, SECONDED by Ms. Garner, WITH ALL IN FAVOR, the Board accepted the Unaudited Financial Statements of June 2015 for the Deer Island Community Development District. FIFTH ORDER OF BUSINESS Business Matters A. Review and Approval of the FY 2015-2016 Meeting Schedule Ms. Comings-Thibault presented for discussion the Review and Approval of the FY 2015-2016 Meeting Schedule and asked for comments or questions. On a MOTION by Ms. Garner, SECONDED by Mr. Munoz, WITH ALL IN FAVOR, the Board accepted the FY 2015-2016 Meeting Schedule for the Deer Island Community Development District. B. Consideration of Proposal for District monthly Aquatic Maintenance Aquatic Systems - $1,540 Monthly 2 x monthly service Incumbent American Eco - $1,315 2 x monthly service Discussion ensued. On a MOTION by Mr. Brown, SECONDED by Mr. Munoz, WITH ALL IN FAVOR, the Board accepted the proposal from Aquatic Systems of $1,540 Monthly 2 x monthly service for aquatic maintenance for the Deer Island Community Development District. C. Consideration of Causeway Restoration Project Tom Tree Service - $53,820 Millennium - $63,250 Discussion ensued. On a MOTION by Mr. Shiver, SECONDED by Mr. Munoz WITH ALL IN FAVOR, the Board accepted the proposal from Millennium of $63,250 for the Causeway Restoration Project for the Deer Island Community Development District. D. Consideration of Landscape Proposals ValleyCrest - $38,616 Base, Causeway - $1,277 per month Millennium - $39,780 Base, Causeway - $1,320 per month Servello & Son - $62,862 Base, Causeway - $4,031 per month Austin Outdoor - $65,514.96 Luke Brothers - $60,819.96 Discussion ensued. On a MOTION by Mr. Brown, SECONDED by Mr. Shiver WITH Mr. Mitchell and Ms. Garner voting AYE, and Mr. Munoz voting NAY, the Board agreed to retain ValleyCrest and their proposal of $38,616 for landscape maintenance for the Deer Island Community Development District.
Deer Island CDD July 28, 2015 Regular Meeting Page 3 of 4 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 E. Consideration of Proposal for Landscape Filler This item was tabled. On a MOTION by Mr. Brown, SECONDED by Mr. Mitchell WITH ALL IN FAVOR, the Board agreed to table the proposal for landscape filler for the Deer Island Community Development District. SIXTH ORDER OF BUSINESS Public Hearing on Budget for Fiscal Year 2015-2016 A. Open Public Hearing On a MOTION by Mr. Munoz, SECONDED by Ms. Garner WITH ALL IN FAVOR, the Board agreed to open the Public Hearing for the Deer Island Community Development District. B. Presentation of the FY 2015-2016 Budget Ms. Comings-Thibault presented the FY 2015-2016 Budget and asked for comments or questions. Discussion ensued. C. Public Comment There being none, next item followed. D. Close Public Hearing On a MOTION by Mr. Munoz, SECONDED by Mr. Brown WITH ALL IN FAVOR, the Board agreed to close the Public Hearing for the Deer Island Community Development District. E. Consideration of Resolution 2015-04, Annual Appropriation Resolution Adopting the Fiscal Year 2015/2016 Budget Ms. Comings-Thibault presented Resolution 2015-04, Annual Appropriation Resolution Adopting the Fiscal Year 2015/2016 Budget and asked for comments or questions. On a MOTION by Mr. Munoz, SECONDED by Mr. Mitchell WITH ALL IN FAVOR, the Board adopted Resolution 2015-04, Annual Appropriation Resolution Adopting the Fiscal Year 2015/2016 Budget for the Deer Island Community Development District. F. Consideration of Resolution 2015-05, Imposing Assessments to Fund Fiscal Year 2015/2016 Budget Ms. Comings-Thibault presented Resolution 2015-05, Imposing Assessments to Fund Fiscal Year 2015/2016 Budget and asked for comments or questions. On a MOTION by Mr. Munoz, SECONDED by Mr. Shiver WITH ALL IN FAVOR, the Board adopted Resolution 2015-05, Annual Appropriation Resolution Adopting the Fiscal Year 2015/2016 Budget, as amended, for the Deer Island Community Development District. SEVENTH ORDER OF BUSINESS Staff Reports A. Manager There being none, the next item followed. B. Attorney There being none, the next item followed. C. Engineer There being none, the next item followed. SEVENTH ORDER OF BUSINESS Public Comments Discussion ensued about Budget figures.
Deer Island CDD July 28, 2015 Regular Meeting Page 4 of 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Request to close the gate earlier. EIGHTH ORDER OF BUSINESS Supervisor Requests There being none, the next item followed. NINTH ORDER OF BUSINESS Adjournment On a MOTION by Mr. Shiver, SECONDED by Mr. Munoz, WITH ALL IN FAVOR, the Board adjourned the meeting for the Deer Island Community Development District. *Each person who decides to appeal any decision made by the Board with respect to any matter considered at the meeting is advised that 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. Meeting minutes were approved at a meeting by vote of the Board of Supervisors at a publicly noticed meeting held on. Signature Signature Printed Name Printed Name Title: Secretary Assistant Secretary Title: Chairman Vice Chairman
EXHIBIT 3
DEER ISLAND CDD Financial Report Summary - General Fund For The Period Ending : September 30, 2015 FISCAL YEAR: OCTOBER 1, 2014 TO SEPTEMBER 30, 2015 CURRENT YEAR CASH BALANCE $ 87,948 CASH INVESTMENTS 870,268 LESS: ACCOUNTS PAYABLE 314 NET CASH BALANCE $ 957,903 UNRESERVED GF BALANCE (UN-ASSIGNED) $ 285,817 FB NON SPENDABLE - PREPAID 131 RESERVE GF BALANCE (ASSIGNED) - OPERATIONS 55,909 RESERVE GF BALANCE (ASSIGNED) - ROADWAYS 617,600 TOTAL GENERAL FUND BALANCE $ 959,457 REVENUE AND EXPENDITURES (FY 2015 YTD): FAVORABLE ACTUAL BUDGET (UNFAVORABLE) YEAR-TO-DATE YEAR-TO-DATE VARIANCE REVENUE (YTD) COLLECTED $ 229,097 $ 223,636 $ 5,461 EXPENDITURES (YTD) (166,731) (223,636) 56,905 NET OPERATING CHANGE $ 62,366 $ - $ 62,366 AVERAGE MONTHLY EXPENDITURES $ 13,894 $ 18,636 $ 4,742 SIGNIFICANT FINANCIAL ACTIVITY: FAVORABLE ACTUAL BUDGET (UNFAVORABLE) YEAR-TO-DATE YEAR-TO-DATE VARIANCE REVENUE: ASSESSMENTS-ON-ROLL (NET) $ 222,549 $ 220,361 $ 2,188 EXPENDITURES: LEGAL-GENERAL 17,090 22,500 5,410 ENGINEERING 2,000 12,000 10,000 OTHER GENERAL ADMINISTRATIVE 59,858 75,032 15,174 INSURANCE 6,480 6,405 (75) UTILITIES 11,976 14,919 2,943 LANDSCAPE MAINTENANCE 38,616 38,616 - LAKE & POND MAINTENANCE 13,093 12,480 (613) FIELD OPERATIONS 17,618 41,684 24,066
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October 22, 2015 Page 1 of 2 Proposal for Extra Work at Deer Island CDD Property Name Property Address Project Name Project Description Deer Island CDD Contact Patricia Comings- Thibault 17601 Live Oak Drive To Deer Island CDD Live Oak, FL 32778 Billing Address c/o DPFG 1060 Maitland Center Commons Blvd Ste 340 Maitland, FL 32751 Sod Replacement Sod Installation from Pump going down Scope of Work QTY UoM/Size Material/Description 40.00 6,000.00 HOUR SQUARE FEET Demo of existing, grading and prep for Zoysia installation Zoysia Sod Installed For internal use only SO# 6158458 JOB# 460300073 Service Line 130 Total Price THIS IS NOT AN INVOICE This proposal is valid for 60 days unless otherwise approved by ValleyCrest Landscape Maintenance, Inc. ValleyCrest Landscape Maintenance, Inc. 4777 Old Winter Garden Road, Orlando, FL 32811 ph. (407) 292-9600 fax (407) 291-4966 www.valleycrest.com $6,460.00
October 22, 2015 Page 2 of 2