Minutes for March 10, 2006
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DRAFT
Board
of Trustees Regular Meeting
Friday,
March 10, 2006
1::00 p.m. – Building D&E
Madame Chairman Wilma Weglein called the meeting to order at 1:00 p.m.
Ms. Weglein requested prayer for piece and harmony among everyone here and for our soldiers and our country. Amen.
Ms. Weglein led the Pledge of Allegiance.
Ms. McCahan called the roll. All trustees were present except for Mr. Bleau who resigned. Mr. Malek was present as counsel. Ms. McCahan read the resignation letter from Mr. Bleau.
Ms. Weglein entertained a motion to accept the amended minutes
of the February 28th meeting. Ms.
McCahan requested to amend the minutes to record the discussion of the balance on the shed
being donated by the softball league; objection should be stated on page 7 of 9. Ms. Weglein also commented on the discussion of
other organizations such as the golf course that make contributions. Ms. Weglein clarified on page 2 of 9 she did not
use the word sufficient, but efficient doing the
job. Mr. Bailey requested to correct that he
was the one that led the Pledge of Allegiance. Ms.
Weglein entertained a motion to approve the minutes of February 28th as amended. Mr. Bailey made the motion to approve the minutes of February 28th as
amended; second by Ms. McCahan. Motion
carried unanimously.
Ms. Donahue read the current bank balances of March 9, 2006.
Mr. Hunt read the Major Expenditures from the Operating Account Report. This report of expenditures was everything over $5,000.00 during the month of February. Mr. Hunt explained that it was important to do the report this month, because we also had the Debt Fund payment of $609,736.55.
Mr. Carillion asked a question on the Treasurers Report if we pay our employees out of the Payroll Account. Mr. Hunt commented that we have a separate account for payroll, in which each time we do payroll we move money from the Primary Operating Account to the Payroll Account. We issue a paper check for an audit trail. When we get the new procedure in place we will consolidate that account.
Ms. Donahue praised Ms. Marsocci, our new Financial Account Manager, who worked with Bank of America that found and corrected the problem with the Automatic Withdrawal Account (ACH).
Ms. McCahan made a public apology for a remark that she made during the last meeting.
John Lochmandy requested a cap on the length of Board of Trustees Meetings. Ms. Weglein commented that on the February 28th meeting we went over the amendments for the Deed of Restrictions (DOR) which took a long time. The District will do their best to stay within a 2 – 2 ½ time limit.
Mr. Hunt commented that Relocation of Hole 13 is going on as planned.
Mr. Hunt explained the three page document which includes a schedule for the two projects that are currently funded by FEMA. The pier start of work date is predicted to begin on May 1st and to be finalized on October 31st. The golf course maintenance facility start of work date is predicted to begin on June 12th and to be finalized on November 24th. With the complication of these two projects, that will complete our renovation program and our reimbursement from FEMA for hurricane Francis; we are still working on hurricane Jean.
The aluminum project will begin next week. In anticipation of the aluminum project they are going to begin with the post office, playground and fuel tanks.
The Pro Shop has been balanced. Mr. Hunt also addressed the color choice for the Pro Shop. Ms. McCahan asked Mr. Hunt if it would be possible for two or three golf personnel to volunteer to choose the color for the Pro Shop. Mr. Hunt will meet with the golf personnel this week to choose the color scheme.
Mr. Bolon asked if we have received any money for the pier or the maintenance building. Mr. Hunt commented that we have received a $42,000.00 check for the maintenance building from FEMA, but nothing for the pier. The District expects FEMA to provide us with 90% of the $491,000.00 bid.
Ms. Weglein recommended that Mr. Hunt schedule a two hour workshop on the employee handbook and then the District can decide on it within the next month.
Ms. Weglein commented that our next Board of Trustees Meeting is scheduled on April 14th which is a holiday; Good Friday. Mr. Hunt will reschedule the next Board of Trustees Meeting for either April 10th or 11th.
The District is going to have a workshop with Mr. Malek on the architectural review with the Code Enforcement District, Architectural Review Control Committee and the Board of Trustees. Ms. Weglein recommended that we schedule a short Board of Trustees meeting and do this workshop on the same day. Mr. Malek will work with Mr. Hunt to set up this workshop.
Mr. Hunt reported that it will not be necessary to get a full survey of the shopping center in order to comply with the county permit regulations for putting up a new fence at the 2002 Restaurant. Mr. Hunt will hand walk that permit through the process next week and hopefully by Friday we will have a permit to construct the fence as anticipated and so ordered by the Board of Trustees.
Mr. Hunt showed a paint scheme collage that was put together by the shopping center tenants. Mr. Hunt thanked Trustee Ms. Donahue for coordinating the paint scheme for painting the shopping center. The District will have this paint and sand blasting project contracted out to have this done properly. This project is next on the priority list and we do have funding available. As soon as Mr. Hunt gets a bid; this will be brought back to the Board of Trustees for approval.
Ms. Donahue commented that the colors for the post office will be light blue with a darker blue for the trim.
John Lochmandy requested that we remove the paint on the sidewalks of the shopping center. Mr. Hunt commented that we need to wait until the sandblasting is completed, then we will work on the sidewalk the same time we do the building. Mr. Bolon commented that we have rotten wood around the eves. Ms. Donahue commented if the wood does not have termites, we can use bondo to make it look pleasing to the eye instead of replacing the lumber which would save time and money. Mr. Hunt thanked the tenants of the shopping center for participating in this project.
On Going Projects: Mr. Hunt commented the weir project has been completed and we now need to attend to the maintenance of the canals that have become overgrown. A new spray has been applied this week and will be treated a second time. Mr. Hunt has authorized a purchase of a skiff and trailer (each at $250.00) to make it possible for Barefoot Bay Reaction District to do its own clean up of the canals.
Mr. Hunt commented that some of the clubs are arriving too early before scheduled events in building D&E, and A. This is interfering with setup. Please check with Sharon, Calendar Coordinator, so we can find out if the set up at that time is meant to accommodate there function or some other function before hand.
By the next meeting, we should have new or refurbished cameras for the pools with a plan on how we intend to maintain them.
There is no change with the RV Storage Facilities. Mr. Hunt did get a copy of the lease that was previously requested by Mr. Bolon so that we may address any questions later in this meeting.
Mr. Hunt commented that we are in the process of acquiring someone to sink the well at the entrance and paint this area. This project is expected to be completed within the next 30-60 days.
Mr. Hunt commented that the new grass is very tender at the lawn bowling. Ms. McCahan made a motion to purchase and install a fence around the lawn bowling area; second Mr. Bailey. After Mr. Hunt explained the capital outlay, the motion carried unanimously.
Mr. Hunt requested additional funds of $14, 500.00 for MIP work and training. This would make the total for the financial package approximately $70,000.00. It was originally expected that the $47,900.00 budget would complete this job. Due to the problems with the automatic debit (ACH); a new module had to be developed to accommodate the program. However, several items that have been paid for are in arbitration with Non Profit Technologies (NPT) to try to recoup monies that we are not in agreement with. Ms. Weglein commented that we approved a total of $51,460.00 and we are over budgeted on this project. There were further lengthy discussions and objections on the approved budgeted amount and the money already depleted. Mr. Carillion commented that this is a standard thing to go over budget on this type of project, and recommends that the District seek advice from a computer consultant (specialist) next time in order to stay within the budgeted amount. Ms. Donahue made a motion to approve the expenditure of $14,500.00 added on to the contract with Non Profit Technologies (NPT) for the MIP software installation and training; second Mr. Bolon. The motion carried unanimously.
Ms. McCahan commented on the minutes of the last meeting, when we do the vote, we record when unanimous; we should record how many were for and against. Ms. Weglein also recommends that we record the trustee’s names.
Ms. Weglein asked Mr. Hunt to update the District on the worker’s compensation budget for next year. Mr. Hunt commented that we recently had a settlement with a former employee who damaged her hand; the hand was broken and did not heal properly and lost the use her hand. The settlement amount was $32,000.00. We have worker’s compensation insurance and our budget for this year will not change; however, it is expected to go up next year.
Mr. Malek commented that he had emailed Ms. Weglein and Mr. Hunt the revisions to the proposed amendments to the Deed of Restrictions (DOR), but have not yet received your final approval. We have submitted to the Board of Trustees the status report of all the open and pending items. The County Commission passed an ordinance preventing trains from blocking the intersection at Barefoot Bay for more than five minutes. Mr. Bolon asked how we set policy. Mr. Malek explained the Deed of Restrictions (DOR) is what we use to govern the Barefoot Bay Recreation District. This Board has taken steps to try to amend the DOR and that is the way the District is trying to set policies. The Board of Trustees has also used resolutions to set policy. Mr. Bolon commented that previously a motion was made to have paperwork five days prior to the meeting. Mr. Malek commented that this is an administrative type policy to take up with Mr. Hunt.
Ms. Weglein commented that we have a vacancy on the Board of Trustees. The District is accepting applications with a detailed resume of qualifications. The deadline for applications will be April 7th. The Board of Trustees will vote on this on the first meeting of April.
Mr. Carillion read the Architectural Review Report. There were 140 applications last month which was a very quiet month. Effective immediately, any additions to concrete work that goes into the easement or the right of way, there is a permit fee required by Brevard County. Also, 406 Raven (corner house on Raven and Plover) has been condemned and is unfit for habitation by Brevard County. The resident is refusing to remove the house. If the removal is not done in a reasonable amount of time, Mr. Carillion asks the District to remove the home the same way the District did the other homes. Also, we are in the process of having the home at 909 Pecan inspected by Brevard County Code Enforcement. This resident is financially insecure and is ready to walk away from it and forget about the home. Mr. Carillion would like to know if the Board of Trustees would like to turn this over to Mr. Torpy’s office.
Mr. Smith commented that he attended the Golf Committee Meeting on March 3, 2006. Mr. Smith reported if the District wanted to attract outside memberships, the course must first get approval from the District. All members from the committee disagreed, because back in March 2003, the Board of Trustees voted that we could have outside memberships. Mr. Smith reported that the chairman expressed concern that the District has not identified and prioritized projects for the golf course other than the equipment barn. Another concern is a rumor that the District does not have money to repair the Pro Shop. Mr. Smith reported that Mr. Kormondy, Director, stated the delay was partially because of the District’s original hope that the Pro Shop building could be replaced, but as it became apparent there were insufficient funds for replacement, the focus shifted to repairing the building. It was also apparent that insurance alone would not cover the cost. The District did not put the Pro Shop on the budgeted priority list because it was expected that insurance would cover the cost. The Golf Course Committee Members will attend the March 10th, Board of Trustees Meeting to emphasize the importance of repairs of the Pro Shop.
Mr. Bailey reported that there were 70 written work orders in February; 50 completed and 20 remaining as of the 28th of February. Over at Pool 1 the bench tables are being rebuilt with treated lumber and will be handicap accessible. We are working on the report for scheduling for the pools, maintenance and custodians so everyone will have an idea where these employees are working.
Ms. McCahan reported on the Food and Beverage Meeting on March 7th. The subjects discussion were dress code in lounge; not bringing sodas in the lounge; dance floor maintenance; beverage prices will probably stay the same with happy hour $2.00 per drink; bartenders are to have the authority to speak for the District at the lounge during business hours; bartenders can request volumes on bands to be regulated and proper behavior addressed, dress codes enforced, refuse to serve alcohol to anyone perceived to be intoxicated; prices on bands $400-$450 depending on what band and how many members; ways to prevent residents who are in rears on fees not being allowed to entertain in the lounge until fees are paid in full; suggestions that we reestablish the formal steak night at the lounge; sterilization of utensils; serve more food items at the 19th Hole on weekends; serve popcorn on weekends; serve a dinner on Friday nights; serve special meal once or twice a month; establish a budget for our out of date, non-functioning kitchen in building A; consider a workshop sometime this year to discuss and start planning for revamping and utilizing our kitchen and putting this into a budget. Belly busters are back on the menu. Ms. Weglein commented that we need to look into how to generate more income.
Ms. Donahue reported on the committee report. The Tennis Club wants to thank the Board of Trustees, maintenance and Betty Anderson for all of there hard work on the bathrooms. The bathrooms may need to be locked up at night. Ms. Donahue recommends that the District needs to think about getting gates for tennis courts to prevent vandalism. Mr. Hunt will order new gates. The sleeves for pool are on order, and will be put on as soon as they arrive.
Ms. Weglein commented on Mr. Bleau’s memorandum on duty of liaisons and reminded the Board of Trustees that we are liaisons and not supervisors of departments.
Mr. Carillion made a motion to have Torpy Associates look into possibility of removal of the home on the corner of Raven and Plover; second Ms. McCahan. The motion carried unanimously.
Mr. Carillion made a motion that the home on 909 Pecan that is presently in the hands of the Brevard County Department be turned over to Torpy Associates if the County deems it uninhabitable; second Mr. Bailey. The motion carried unanimously.
Mr. Bailey commented that every trustee knows there assignments and we are to stay within our guidelines and not to go over others heads.
Ms. McCahan asked if she could view the video of the last Board of Trustee meeting, due to no viewing on television. Ms. Weglein commented that anyone may borrow the video for viewing. Mr. Hunt commented the tape was over length and also the digital copy did not come out as well.
Mr. Bolon asked if we have a meeting set up with the weir group. Mr. Hunt commented there is no conformation from St. John’s Water Management, but the meeting will be set up as soon as they get back to us.
Mr. Bolon asked about the travel expense fees for MIP. Mr. Hunt commented that the travel expenses are over and above the $14,500.00; however, this is one of the things in arbitration. We expect this amount will cover us for everything that is left to complete.
Rolan Boas commented that that the projects in this year’s budget probably were not able to be addressed because of hurricane Francis and Jean. These should be the first projects to be considered in the budget that we will be making shortly. Mr. Hunt commented there were five projects that were prioritized as of last year. We are getting ready to bid out the pier and golf course maintenance building. We will finish those up and then do some work on the ADA project. Pool 1 and the walls around building A will not get done this year; however, some engineering work should be completed. We are waiting on the second years funding to cover our construction contract. Mr. Boas also commented that we should not have any time restrictions set by any outside force for our Board of Trustees Meetings.
Bob Peet, Chairman of Barefoot Bay Golf Committee, commented on how the members feel about what is happening or not happening at the golf course. A big complaint was the Pro Shop’s notorious looking building standing due to the storm damage of 2004. We need to get new members in and this is not a way to do this. There was a Saddie Hawkins tournament this year and the past year in order to raise money to put a canopy over the 19th Hole porch; nothing done yet. What is the situation on the canopy and when may we begin this project? We need a lot of maintenance on the golf course. There are 22 projects listed on budget which only one is for the golf course for $125,000.00. The maintenance building (barn) should have been taken care of long ago. Think about the golf course and what needs to be done.
Bill Ferris reported to the police and to Mr. Hunt that his personal water crafts and trailer were stolen from the RV Storage Area on Micco Road. Mr. Bolon commented that we have a copy of the lease agreement and would be happy to review it with you. Mr. Carillion asked Mr. Hunt if the District had a surveillance camera set up for that area. Mr. Hunt commented that the District is only purchasing cameras for the two pools. Mr. Carillion suggested Mr. Hunt get an estimate on a surveillance camera for the RV Storage Area so we can make a decision on what to do. Mr. Bailey commented on putting a new locking system in because keys are given out all over the place. Ms. Weglein recommended that we discuss the RV Lease Agreement and that Mr. Hunt will put this on an agenda before the summer.
Jean Osborne agreed with Mr. Peek that the Pro Shop is on the bottom of the priority list. A few years ago the Board of Trustees voted on the public obtaining membership with no cap. Ms. Osborne commented that there was some discussion with a company building next to the Pro Shop that would want to buy some memberships, which is the decision of The Board of Trustees and not the Golf Committee. Mr. Bolon commented that the Board of Trustees had not been approached about the neighbors. Mr. Hunt commented that he visited people in the sales office, but we have not heard anything since that visit.
Min Bolon asked
if anything is being done within the workplace to help reduce the workers compensation
fees. Mr. Hunt commented that the District is
now using more safety equipment; however, the District needs to expand to a safety
program.
Bill Sayles
commented that the canals are a mess and would like Mr. Hunt to pursue the canal
cleanup program. Also, Mr. Sayles and Mr.
Malatos were collecting signatures on petitions to Save Brevard. If any Florida registered voters have not signed
the two petitions, please see Mr. Sayles after the meeting to put the petitions on the
ballot next year.
Ms. McCahan asked Mr. Hunt if we have a current flow chart of each department and who the heads are. Mr. Hunt commented no, but one will be submitted to you with the budget.
Mr. Bolon commented that the District needs to try to build up the canals so they do not look like ditches.
Ms. Weglein commented the Code Enforcement Board still needs an alternate. Please submit a letter to the Board of Trustees if interested.
Ms. Weglein entertained a motion to adjourn. Mr. Carillion made the motion to adjourn; Second Mr. Bailey. The motion carried unanimously. The meeting adjourned at 3:10 p.m.
PHONE: (772) 664-3141
FAX: (772) 664-1928