Minutes for March 14, 2008
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DRAFT
BAREFOOT BAY RECREATION DISTRICT
Board of Trustees
Meeting
Friday, March 14, 2008
1:00 p.m. – Building D&E
The Barefoot Bay Recreation District held regular meeting on March 14, 2008 in Building D&E, Barefoot Bay, Fl. Chairperson Wilma Weglein called the meeting to order at 1:00 p.m.
Ms. Weglein read a piece about John Adams, the 2nd American president. Ms. Weglein requested prayer that soldiers will come home safe and that national and Florida leaders will work for the betterment of our country.
Pledge of Allegiance
Ms. Weglein led the Pledge of Allegiance to the Flag.
Ms. Crouse called the roll. Mr. Klosky was excused. Mr. Repperger was present as counsel.
Approval of Minutes
Ms. Weglein entertained for a motion to approve the minutes of February 26, 2008. Mr. Farrell made a motion to accept the minutes. Second Mr. Ferris. Mr. Brandewie noted a correction on page 5: the inspection Arnold Air performed at Building A was charged at $960. The 26 pounds of R-22 put into the system was charged at $2,600. Mr. Peet noted on page 2 under Unfinished Business there should be a “lead in” sentence regarding Mr. Allan’s comment about “slow construction” allowing the Bay to get a better price for services in response to the RFP. Mr. Peet wants to clarify why the motion was made by Mr. Farrell. [The Recording Secretary will listen to the tape and verbatim the passage.] The minutes were approved as amended.
From minutes of 2/26/08: Mr. Allan said, “It doesn’t cost us anything but time to go ahead and put the current plans we have out for competitive bid and see what happens. At least, at the minimum, we come back with a real number that somebody’s willing to put the building up for. From there we can start to discuss where the money’s going to come from. Or whether or not we need to actually spend more money to redesign plans. I’m saying we have a plan now, a site plan; let’s put it out for competitive bid within two meetings. Within 30 days we should be able to have a competitive bid and go from there with what we want to do.”
Treasurer’s Report
Mr. Guinther read the treasurer’s report. (Attached for reference.) SBA Treasurer’s fund is $329,783.17. SBA reserve fund $155,878.34. SBA debit fund $42,368.73. The District has approximately $125,000 in the B Pool (sum total in 3 “B” pools). March 17th the SBA plans to release more money into the A account. Mr. Peet made a motion to accept the Treasurer’s report as presented. Second Ms. Crouse. Motion carried unanimously.
Pay-Chex
Mr. Brandewie expressed concern that some of the District’s Human Resources duties were not being addressed at this time. The Pay-Chex company may provide services that fill the gap. Jason Pierman of SDS commented Pay-Chex currently provides payroll services to the District, and offers workmen’s’ compensation, benefits, human resources. The HR liaison would be an employee of the District to whom other employees would contact; the liaison would then contact the Pay-Chex designated person for instructions. In the workers’ compensation module, using Pay-Chex eliminates the annual workers’ compensation audit. Included in the Pay-Chex services are seminars held in-house such as management training and conflict resolution. Pay-Chex handles COBRA administration. Mr. Pierman commented the District will implement biometric time clocks which will reduce the time needed to process payroll. The District currently pays Pay-Chex $8,000 annually for processing payroll; the expanded services would cost $38,000.
Mr. Pierman explained the District’s amended budget indicates there is “room” for the Pay-Chex expansion and that if conditions change, the Pay-Chex function is handled on a month to month contingency. Mr. Farrell commented SDS and the Community Manager should examine the “sole source” provisions in the Trustees policy manual. Mr. Guinther asked if SDS could provide many of the services Pay-Chex is proposing. Mr. Pierman responded SDS does not use Pay-Chex and does not maintain on staff the scope of HR resources the District presents. Eric Inge is the HR consultant at Pay-Chex; Michelle Rivera is the HR representative who would be assisting the District with HR policies. Pay-Chex maintains a web interface “intranet” connection on which employees manage many of their own requests for time off, check 401k status, etc. Ms. Crouse asked if Pay-Chex would be a listening ear or a form and filing service. Ms. Rivera replied Pay-Chex would be a “silent observer” providing training and instruction to the designated contact within the District structure. Mr. Bleau asked for a proposal by the next meeting.
Audience Participation (Agenda Items Only, 3 minutes Maximum)
None at this time.
Unfinished Business
District Engineer: The RFQ should be ready for publication by next week. There will be no “up front” retainer fee. Mr. Allan proposed the RFQ should go to trade publications as well as the Press Journal and Florida Today.
Stucco Estimates for the Lounge: Three estimates for the stucco work were discussed and Parsons was chosen. Mr. Brandewie commented Parsons would hold with the quote rendered in August 2007. Mr. Allan made a motion to award the contract to Parsons, provided the work can be done at the original quote. Second Mr. Farrell. Motion carried unanimously.
DOR Cases Under Resolution 2006-1: Mr. Repperger is preparing a fact and legal issues memorandum for the Board. He requested the matter be tabled until the next meeting. Mr. Allan made a motion to table the matter until the next meeting. Second Mr. Farrell. Motion carried unanimously.
New Business
Entrance At Route 1: Residents have been asking to have the fountains turned on again and the entrance made attractive. Vandalism is the main problem; it has become expensive to keep repairing the fountains and landscaping. Mr. Guinther suggested exploring options and priorities at the long range planning meeting on March 29th. Ms. Crouse commented the District needs to find out definitively what the legal options are: who owns the property and how much work can the Bay do on it? Ms. Weglein asked Mr. Repperger to research ownership.
Community Manager
Report attached for reference. Mr. Peet requested tiling floors in the 19th Hole restrooms be put on the Maintenance list. Mr. Brandewie commented four Golf parking lot lights were installed using 175 watt mercury vapor bulbs; the poles were shortened to bring the light closer to where it’s needed; the fixtures are down shielded. Solar lighting will come later. Total cost was $200.
Storage sheds to keep chlorine are being purchased for Pool 1. A representative from Brevard Pools will come to analyze the configuration at Pool 2 to ascertain a cause for the higher propane costs there. Ms. Weglein commented on cracks in the pavers at Pool 1 near the pit house.
Mr. Brandewie requested a temporary abeyance on going out to bid on the smaller Golf building. The smaller building requires a revised site plan. Mr. Allan made a motion to hold off bidding of the Golf building until such time as Mr. Brandewie thinks the District should move forward with it. Second Mr. Bleau. Motion carried unanimously.
There is no A/C on the east side of the A Building. Arnold Air recommends a new 7.5 ton condensing unit and some repair to the intakes. The leak in the West end A/C requires some small parts. Total A/C repairs estimate at $10,000 to $12,000. Mr. Allan made a motion to direct Mr. Brandewie request a minimum of 3 quotes on the A/C repair work that must be done; bring the quotes back to the Board. Second Ms. Crouse. Motion carried unanimously.
ADA Compliance: Mr. Brandewie discussed several pool access systems he looked at. Mr. Repperger commented he did not believe a separate lift is an ADA requirement. Mr. Guinther suggested the District might try out a unit with a rental plan. The Board concurred the expense would have to come from the next budget. Ms. Crouse requested the item be discussed at the Strategic Planning workshop on March 29th.
Seawall railings: Mr. Brandewie commented the District’s insurance company recommended railings at the seawall area as a safety measure. Mr. Ferris commented, as a safety issue, a sidewalk should be poured to divert bicycle and scooter traffic around the bulletin board by Building C. Mr. Repperger commented the District could remove the trees in front of Building A as a safety measure, but it involves the permitting process from Brevard County‘s natural resources department. Ms. Weglein suggested Mr. Brandewie follow up on that.
Safety and risk assessment: the fire department performed an inspection on March 11th and recommended in depth employee training regarding the fire alarms and storage issues. There is too much being stored at key locations where there are breaker boxes, etc.
Security improvements: The District will install “keep off” signage, primarily at the shopping center, that the Sheriff’s office can enforce. Ms. Weglein and Mr. Brandewie signed a security agreement allowing the Sheriff’s office to exercise enforcement. The signs cost $500 to $1,000; the Board gave consensus to proceed.
Ms. Crouse said solar lighting is a stand alone system and requested Mr. Brandewie to secure estimates of the cost to install solar lighting at the shopping center. The cost may be recovered through the CAM charge.
Vicky Hay and Diane Sauls: Mr. Brandewie recommended keeping Ms. Hay and Ms. Sauls as independent contractors until the next Board meeting. Employment advertisements for Assistant A/R and Financial Specialist positions are being published. Ms. Sauls and Ms. Hay have been encouraged to apply. Mr. Farrell made a motion to extend Ms. Sauls and Ms. Hay’s contracts one month. Second Mr. Peet. Motion carried unanimously.
Mr. Guinther commented SDS and the Community Manager should formulate a program for financial progress before people are hired with no plan in place. Mr. Allan commented the District doesn’t have enough staff to cover the issues it faces already so hiring is a good idea. Mr. Pierman commented the budget covers 79 employees; there are 71 employees currently. Ms. Crouse requested the procedures involved in the work Ms. Sauls and Ms. Hay are doing be written down.
Computer: The computers have been down because the server is down. Mr. Brandewie commented this time the problem may be the wiring under the building. He would like to accelerate moving staff to the shopping center. Mr. Allan and Ms. Crouse want Administration to stay where it is; the shopping center option should be considered temporary only. The Board gave consensus to keep exploring this option.
Attorney’s Report
Mr. Repperger commented consent forms have been received to take down the Australian pines except for the owner of the vacant lot. He said he did not expect to hear from her; the Bay can proceed with the consents it does have.
The legal office responded to the public records request Mr. Rice submitted regarding Code Enforcement. Lists in existence are being released; lists the Bay does not compile are not legally required to be constructed. Reports going back to 2004 will be sent to him when the computers are up and running. Mr. Rice has been invited to come into the Code Enforcement office to discover whatever information he needs.
Mr. Repperger forwarded Frazier Engineering’s responses regarding the weirs to Mr. Miorelli. Mr. Miorelli said the responses “made sense” in that the responses acknowledge Frazier will be “on the hook” if the fix works or not. Mr. Miorelli recommended Frazier be allowed to implement to proposed fix. Mr. Repperger verified with Mr. Clements of Frazier “a third engineer” certified the fix but would not say who the third engineer was. Frazier maintains the erosion at the Dottie Lane Weir is a maintenance issue, not a design issue. Ms. Weglein commented the warranty is for 5 years and time is passing. Mr. Bleau recommended that Mr. Repperger should review the original contract; the District is not supposed to have to maintain the rock structure against erosion. Mr. Guinther commented that to expedite things the District needs to determine through an independent person whether or not the Dottie Lane Weir will be a maintenance issue or whether something has to be done. Mr. Guinther made a motion to move on and get that done. Second Ms. Crouse. Mr. Repperger clarified that the Board authorizes him to consult with whomever he needs to in order to assure himself that what was built at Dottie Lane was what the District contracted for in the contract documents. Mr. Guinther included Mr. Repperger’s comment in his motion, and did not wish to put a dollar amount on Mr. Repperger’s necessities. Ms. Crouse seconded that. Motion carried unanimously.
Deed of Restrictions enforcement Legislative changes: Mr. Repperger said there were competing interests working against the District “from the outside” approaching other members of the delegation. Mr. Repperger proposed a local bill that would have to be voted on by referendum as being the more effective way to go. Mr. Allan made a motion to direct Mr. Repperger to go forward with making the changes to be placed on a referendum in 2009. Second Mr. Peet. Motion carried unanimously.
Mr. Repperger addressed Mr. Klosky’s concerns regarding attorney billing.
Trustee Liaisons:
Mr. Peet reported the ARCC approved 43 permit applications and completed 33 inspections. Some of the canals are showing heavy vegetation. Mr. Brandewie please check it out. Residents please find out what kinds of work needs a permit, either ARCC or Brevard County. The Homeowners' Association appointed Mr. Gee and Ms. Richards to the ARCC Committee.
Mr. Farrell reported Mr. Raponi obtained certification. The street dances have been very successful. There will be 3 dances in April.
Mr. Allan reminded snowbirds to provide for their landscaping as well as their lawns. Barking dogs are still a problem.
Mr. Ferris reported that a non-skid floor has been installed on the outside shower.
Ms. Weglein sent letters to the legislators endorsing the trip Ms. Voltz made to obtain funds for the new water plant. However, the funds are being held over until after the election. Ms. Weglein read the names of volunteers to the Strategic Planning session on March 29th. Ms. Weglein will secure a facilitator for the session. Mr. Farrell will assemble the agenda.
Ms. Crouse reported the Homeowners' Association is presenting a dinner and dance on St. Patrick’s Day. New Member Orientation is the last Sunday of the month in Building D&E from 1-3 p.m. Homeowners' Association declined to pursue the Bingo concession.
Mr. Guinther visited the pools and received complaints regarding water temperature.
Mr. Ferris revisited the smoking issue near the Lounge doors. Ms. Crouse suggested the verbiage could read “Please refrain from smoking within 30 feet of the doors” rather than posting “No Smoking”. Mr. Brandewie acknowledged he felt it was a reasonable request and authorized Mr. Raponi and Mr. Reilly to proceed.
Ms. Crouse requested space in the Building A parking lot April 5th for an event that recycles electronic equipment. Mr. Peet made a motion to allow the event to be held in the Building A parking lot. Second Mr. Bleau. Motion carried unanimously.
Audience Participation
John Barry objected to One Source’s treatment of the palm trees on the golf course. Mr. Barry says the trees now look like huge feather dusters. He said there isn’t much point either in having a little tractor follow in the tracks of a big one doing the same thing. Mr. Guinther assured Mr. Barry the trees will come back.
Robin Phillips reported on the activities of the Youth Group. They will resume swimming at Pool 3 on April 4th. Ms. Phillips asked for flat sheets for the relay walk for cancer which the youth is performing in togas as “The Greek Mythology”. Ms. Phillips’ number is 663-1334 and she will pick up the sheets.
Adjournment
Ms. Weglein entertained a motion to adjourn. Mr. Guinther made the motion to adjourn. Second Mr. Farrell. The meeting was adjourned at 4:07 p.m.
Louise Crouse, Secretary Barrie Jenkins, Recording Secretary
THIS DRAFT OF MINUTES HAS NOT BEEN APPROVED BY THE BAREFOOT BAY RECREATION DISTRICT BOARD. IT IS SCHEDULED FOR APPROVAL DURING THE NEXT MEETING.
PHONE: (772) 664-3141
FAX: (772) 664-1928