Minutes for January 24, 2006
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DRAFT
Board
of Trustees Regular Meeting
Tuesday,
January 24, 2006
7:00 p.m. – Building D&E
Madame Chairman Wilma Weglein called the meeting to order at 7:00 p.m.
Ms. Weglein requested prayers for our soldiers throughout the world and the miners who lost their lives in West Virginia. Amen
Ms. Weglein led the Pledge of Allegiance.
Ms. Weglein called the roll. Ms. McCahan was excused. Mr. Malek was present as counsel.
Ms. Weglein entertained a motion to accept the minutes of the workshop on January 6. Mr. Bolon suggested the Board table both sets of minutes until the February 10th meeting. There was a consensus of the Board.
Ms. Donohue commented the auditors were returning next week to review payroll. The auditors are still working on the computer system. Mr. Bolon commented there should be more of a treasurer’s report than that. Mr. Bolon commented the packets the Board received at the last meeting were not clear to him. Mr. Hunt commented the packets contained bank statements from the chief operating account for the entire previous fiscal year. Mr. Hunt hand reconciled September’s entries. This month’s is available and can be put in Mr. Bolon’s file tomorrow. Ms. Weglein asked if the Board could receive a report in the next month containing balances in the accounts. Mr. Hunt responded, “Yes.” Ms. Weglein reported Yvonne Claybourne had received the statements from the bank. Ms. Weglein commented another city was experiencing problems with IMS as well. MIP is returning for the next phase of consolidating the required records.
Elmer Light spoke for Pat Webb regarding the DOR requirement to cover pressure treated wood with vinyl or aluminum. Mr. Light commented Brevard County prohibits covering pressure treated wood with vinyl or aluminum, and his only recourse as a contractor is to refuse those jobs that require it. Mr. Carillion identified the property as 104 Fig Court. Mr. Malek commented this subject is not an agenda item. Mr. Light agreed, saying the Code Enforcement Baord sent him and Pat Webb back to the Trustees Board to help solve the problem. The homeowner is trying to sell the property and cannot do so unless the wood is covered. Mr. Bolon requested the Board deal with the question under unfinished business.
Mr. Hunt commented the weir project ran into a snag as it was nearing completion. The precast fittings did not fit the space left by the old metal that was pulled out. The contractor is pouring additional footings at his own cost. The project will be complete when this is done.
Relocation of Hole 13 on the golf course is starting January 23rd and is expected to be completed in six weeks.
The pier contract requires one more meeting with FEMA in order to go out to bid. The District wants FEMA to completely approve the plans to effect efficient reimbursement later.
Ms. Donohue commented that in a conversation with Ed Geer she learned there are FEMA funds and two bids, one for $5,000 and one for $10,631. In-house the District has $8,550 in FEMA funds. The District would need to match this with $2,081 in order to do the 2nd option. Ms. Donohue recommended the Board approve the 2nd option because it will cover everything that needs to be done. Insurance pays part, and FEMA pays part.
Mr. Bolon quoted from the December 9, 2005 Board of Trustees minutes concerning the Shopping Center: “Mr. Bolon made a motion to pay for both $8,290.06.” Mr. Bolon commented the figures being currently presented are different. Mr. Bolon quoted the second by Mr. Carillion, and that the motion had passed. Mr. Bolon commented, “by now it’s a dead duck, get the thing done”. Ms. Donohue commented she thought the matter was still outstanding.
Mr. Carillion made a motion to pay the difference in price and effect the repairs. Mr. Hunt commented the issue was discussed in the January 13th meeting minutes on page 4 of 9, 6th paragraph from the top. The recording secretary was asked to read back the motion and Ms. Weglein called for a vote which resulted in four Trustees being opposed and two trustees voting “aye”. The motion failed. Ms. Weglein asked Mr. Macht to return to the next Board meeting. Everything in the aluminum contract was approved except the $10, 631 for the 2002 Restaurant.
Mr. Carillion reiterated his motion to spend the $10, 631. Second Ms. Donohue.
Mr. Bolon referenced page 7 of 10 (December 9th minutes), which discussed fence repairs. Mr. Bolon feels that Mr. Geer’s reference to “canopy supports” is part of the aluminum bid due to “hurricane repair”. Mr. Geer commented that on the fencing issue, one is for $6,000 that FEMA put in for the ball field and Tamarind Circle. $2,100 was slated for 2002 Restaurant. Mr. Geer was also securing bids for the canopy at 2002 in time to report at the December 9th meeting. Code requirements state the canopy must be attached to the fence. The original bid of $16,000 was reduced to $10, 631. FEMA will reimburse what the insurance doesn’t pay of the $6,000 and the $2,100 for the stockade perimeter fence under the canopy. Mr. Hunt commented that of the $91,000, the Board approved except the $10,631 for 2002. This is the last outstanding issue.
Ms. Weglein moved the question. Motion carried. Mr. Bleau and Mr. Bolon voted no.
Mr. Hunt referenced the Public Works reorganization and salary issues. The memorandum includes the salary chart the Board requested showing current and proposed salaries for all employees in the Public Works department. The District proposes a $1.00 increase for the Building Maintenance I, Groundskeeper I, and Custodian positions; an $.85 an hour increase for Building Maintenance II and Grounds Crew Leader positions; a $.60 an hour increase for all the other positions in the Public Works department. It reflects the Board’s intent to become competitive in the current work market. Also included is Dobie’s increase, and some of the managers. In those cases it was $.20 an hour. [We] kept the maximums for the Public Works Manager, the same as it was before. There is a $.60 an hour increase for Pool Hosts and Pool Custodians as well.
Mr. Smith made a motion to approve Mr. Hunt’s proposal. Second Mr. Carillion. Mr. Bleau moved the question. The motion carried unanimously.
Mr. Bolon made a motion that the Board not sign off on completion of the weir project until there is a meeting with St. John’s Water Management and Brevard County on the “as builts”. Second Ms. Donohue.
Mr. Bleau asked if the District was planning to hold back the final payment from the contractor. Mr. Bolon commented the “as builts” are what designates the job being completed. Mr. Bleau commented the engineers have on site monitoring every move the contractor made. Mr. Hunt commented the District can pay the contractor and not accept the “as builts” until the regulatory authorities have met. Mr. Bailey and Mr. Carillion. concurred with Mr. Bleau. Mr. Hunt commented the District can pay the contractor and still protect its rights legally. Mr. Smith commented on “draws”; Mr. Hunt responded draws were built into this contract, and that some of the contractor’s payment was still in reserve.
Mr. Malek requested that Mr. Bolon restate his motion. Mr. Bolon
restated the motion as “the Board will direct management not to sign off on this
contract until a meeting has been set up between the St. John’s Water Management
District, Brevard County, and the engineer to determine that the weir has been installed
according to blueprints.” Mr. Malek asked if the motion was “until the meeting
is set up” or “until the meeting occurs”? Mr. Bolon responded “until
the meeting occurs”. Motion carried
unanimously.
Ms. Weglein requested that items “pending” and “tabled” over the years appear on agendas until the issues are resolved. She will work with Mr. Hunt on a master list that will appear at the bottom of each meeting’s agenda.
Mr. Bolon commented on a house he was asked to look at where the rafters and plywood had been covered with aluminum. Mr. Bolon said the wood was very wet behind the aluminum covering. The homeowner is concerned that wrapping the wood the first time was expensive. Exposing the wood to dry, and then wrapping it again is going to be still more expensive. Mr. Bolon advised the homeowner to leave the wood exposed to dry before wrapping it again. Another house has vinyl that is very tight, but has no vents to keep the wood behind it dry. Ms. Weglein commented Mr. Malek is doing some work on the DOR changes regarding this issue. Ms. Weglein commented this should be brought up at the next meeting and some decisions made. Mr. Carillion looked at the house on Fig Court and found that the wood at the bottom of the posts is already rotted. This cannot be attributed to covering the wood with aluminum. Mr. Malek asked if the ARCC were building inspectors? They are not. Mr. Malek commented the ARCC inspectors should be inspecting conditions that conform or not to the DOR and not giving opinions on structural soundness. Ms. Weglein moved the question and commented it may have to be discussed again at a subsequent meeting.
M. Hunt commented the preliminary site plans for the golf course maintenance facility have arrived. The plans were sent back to Frazier Engineering to effect changes that are required for funding. Mr. Hunt expects the plans to be back in the District office by Monday for review.
There is none at this time.
Mr. Malek commented he has completed a draft of the DOR proposed amended language. It affects only Article II under the ARCC. Mr. Malek asked the Board if they want to send one page of amendments to the homeowners, or just the sections that are amended? If it isn’t mailed and returned before March, there may not be much chance of getting it passed. Ms. Weglein commented in order to have it done, the Board would need to peruse what Mr. Malek brought to the next meeting and decide on it. Mr. Malek said he could have it ready by the end of next week. Mr. Malek commented when the mailing goes out, there is one vote per property. The return must be 50% plus 1 to be approved. Mr. Malek commented the legal office is still researching ways for Barefoot Bay residents to vote on Barefoot Bay issues without being restricted by “general election” rules.
Ms. Weglein commented she was on the phone with Senator Haridopoulos; she and Mr. Hunt will meet with the Senator on the 21st. [February]. Mr. Poppell is scheduled to appear in Building A in February.
Mr. Bolon asked Mr. Malek if he felt the District was heading in the right direction regarding the audit. Mr. Malek responded that Ms. Claiborne informed him once the information was accessed out of the IMS program, it would take a month or so to reconcile all those numbers. Mr. Bolon asked Mr. Hunt if there were a way anyone with expertise could volunteer t help out and be useful. Mr. Hunt perceives the problem to be a computer problem. The District has the data, and cannot make the computer produce the totals in the right places. The auditors met with IMS. If the effort is not successful, then the District could use some volunteers to enter data by hand.
Mr. Bolon commented that Mr. Austin is concerned with the amount of parking going on in front of A Building. Code is beginning to write tickets in that area. Mr. Bolon commented the District’s website has not been updated for 3 or 4 months.
Mr. Smith commented that if Code officers were being used to help transport money [for the bartenders] the word “security” should be added to cover that task in their job description. Ms. Donohue concurred.
Ms. Donohue commented the windscreens have been put up at the tennis courts.
Ms. Weglein presented a letter of interest
from M. Joy Liddy to volunteer as an alternate to the Code Enforcement Board. Mr. Bleau
made a motion to accept Ms. Liddy as
an alternate to the Code Enforcement Baord. Second Ms. Donohue. Motion carried
unanimously.
On Monday January 23rd a meeting
was held regarding Hampton Ridge, a 207 acre property on the east side of Fleming Grant
Road. The Commissioners are supporting a 1.5-acre density. Mr. Levin is proposing 137
homes for that area. Mr. Levin is seeking a PUD that will give him a binding development
agreement. There is a new small development
(14 homes) planned for Shell Pit Road with lots beginning at $500,000. The Crystal Bay
development has become the Sebastian Tennis and Beach Resort, but there is nothing new to
report on it. Ms. Weglein commented the Trustee Board vacancy deadline for letters of
interest and resumes is February 3rd.
Jeanne Osborne commented a statement should be included in the DOR amendment submission that the changed cannot be made unless the ballots are returned. Ms. Osborne requested the public be given a financial sheet listing major departments with budgeted amounts and expenditures on it.
Nancy Eisele commented that Sunday, January 29th, is the Homeowner’s Association orientation in D&E Building from 1 pm to 3pm. Every property owner is a member of the Homeowner’s Association.
Ms. Weglein entertained a motion to adjourn. Mr. Bleau made the motion to adjourn. Second Mr. Bailey. The meeting adjourned at 8:30 p.m.
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