Minutes for May 24, 2005
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DRAFT
Chairman Bruce Bolon called the meeting to order at 7:00 p.m.
Mr. Bolon asked for a moment of silent prayer. Amen
Mr. Bolon led the Pledge of Allegiance to the Flag.
Ms. Weglein called the roll. All the Trustees were present. Mr. Torpy was present as counsel.
Mr. Bolon entertained a motion to approve the minutes of May 13, 2005. Ms. Weglein suggested the minutes be tabled until the Board meets next (June 10th). The Board concurred.
Mr. Hunt reported that Mr. Morgan hand entered all the transactions that had transpired from the beginning of the year, but the IMS software froze. Mr. Hunt proposes to contact IMS and require their representative to run the program to ascertain if the company can make it work.
Mr. Hunt submitted the PGIT insurance spreadsheet to the Board. The spreadsheet justifies the payment of $368,100 for Hurricanes Frances and Jeanne. The second sheet is approximately $941,000 worth of single reimbursements, which the District has submitted to FEMA. FEMA has reimbursed the District $12,741.26 to date. Concerning a line item that is expended or a project that will be expended, FEMA will come back in 3 years to audit the expenditures to be sure the money was spent for the correct projects. The $12,741.26 check goes into the special recreation fund. It is reimbursement for labor and materials the District used to clean up the community. The $941,000 will include reimbursement for cleaning the canals, lighting for D&E and Building A complexes, and fencing. These will be reimbursed at 90% from FEMA and 5% from the State of Florida. The District will carry 5% of those expenditures. The progress of the individual checks can be tracked on the Internet. When all the required signatures have been acquired, the check is kicked out of the system and sent to the District.
There were none at this time.
Mr. Bolon addressed the Building D roofing. Mr. Hunt reiterated that the Board had instructed staff to put it out to bid. Baker Roofing reduced their change order from $12,000 to $6,000. Mr. Hunt asked the Board if they wanted to continue with Baker go out to bid. Mr. Nunez asked about the quality of Baker’s work. Mr. Bleau commented that Baker Roofing appears to have approximately $6,000 worth of materials on site. He said he is still “leery” of $1,000 to take off the metal. However, if the Board doesn’t allow Baker to continue, the company will lose the $6,000 in materials. Mr. Bleau made a motion to allow Baker Roofing to continue with the present contract, and to allow $6,000 for the change order. Second Mr. Glashauser. Motion carried.
Mr. Carillion commented that National Roofing was not fulfilling their obligations regarding the Building A project. Mr. Hunt stated the District is holding in excess of $75,000 of National Roofing’s money. Mr. Nunez asked if the District could notify National Roofing stating a completion date? Mr. Torpy replied the District could notify National Roofing and contract with another company to complete the work in a more timely fashion. The District could then back charge [them] for the work they did. Mr. Hunt commented the completion date in the contract specifies “90 days” from the date the contract was issued. Mr. Carillion made a motion that Mr. Torpy should look into getting the District out of the contract with National Roofing as quickly as possible. Second Mr. Nunez. Motion carried.
Mr. Nunez asked how it worked if National Roofing was ousted and another company was hired to fix [their] leaks. Mr. Torpy commented that National could be given “one more shot at it”. Pay National for just what they did right and no more. Mr. Bailey asked about Building A inside. Mr. Hunt commented that in Building A the leaks that are still occurring are around the air conditioners and are District responsibility. Mr. Nunez asked about the Shopping Center. Mr. Hunt replied that was a separate contract, but National is still responsible for fixing those leaks. The original $68,000 contract did not have gutters in it. Mr. Bolon suggested taking care of the business the Board had already authorized, then putting the gutters out to bid as a separate item.
Mr. Bleau suggested that a special coordinator be hired to handle the upcoming hurricane season. He commented since the new budget encompasses a new hire for Code Enforcement manager, the position could be consolidated with the special projects position. Mr. Bleau proposed the former special projects coordinator, Mr. English, for this post. Mr. Carillion reminded the Board that hiring is done by the Community Manager and that it is improper to bring personnel matters up in a Trustees meeting. Mr. Glashauser concurred with Mr. Carillion.
Ms. Weglein read Mr. Nunez’s letter of resignation from the Board. Mr. Bolon directed Mr. Hunt to advertise the vacancy and suggested the July 8th meeting to choose a new Trustee.
Mr. Bolon commented the Charter workshop will be June 20th at 1 p.m. in Building A. Resolution 84-05 will be reviewed.
Mr. Hunt had no report at this time.
Mr. Torpy submitted resolution 2005-03, the Florida League of Cities loan, to the Board for consideration. Per the bank’s request, there needs to be a resolution approved by the Board in order to move forward with the paperwork. The resolution authorizes a loan amount up to, and not to exceed, two million dollars ($2,000,000.). This is a credit line loan. It will be up to the Community Manager and the Board as to how much to draw. Mr. Bolon is authorized to sign the loan documents. Mr. Hunt suggested that Mr. Bolon’s name be spelled correctly in the resolution. Mr. Hunt explained the resolution allows the District to access a low interest line of credit from the Florida League of Cities at 2 ½%, good for 2 years, with a possible extension depending on FEMA reimbursements. The District can borrow to rebuild the pier and be reimbursed by FEMA. Mr. Hunt proposed using the FLC loan for 2 years to help fund the weir project and pay it back with receipts from the Stormwater fund. Mr. Bleau made a motion to accept the resolution. Second Mr. Bailey.
Mr. Glashauser asked for some changes in Section 7 of the resolution. He asked if Mr. Hunt would consult the Board before making a draw on the loan money. Mr. Hunt agreed absolutely. Mr. Torpy explained what the resolution does is authorize appropriate officials to sign the paperwork for the loan. Changing Section 7 would change the basic terms of the loan at the bank. Mr. Torpy explained that if the Board wishes to have a resolution for each draw down, the documents can be changed to reflect that. Mr. Bolon commented only the Board chair’s signature is required. Mr. Torpy explained that Mr. Bolon’s signature was only on the loan documents, authorizing that the District would use the loan. The draws are set up so the community manager can access the money at any time. Mr. Glashauser commented it should be restricted. Mr. Hunt agreed. Mr. Torpy agreed to write the document so there must be a separate resolution by the Board for each draw. Mr. Bleau rescinded his motion. Mr. Nunez rescinded his second.
Mr. Hunt explained the 2 ½% is charged against the money actually used. Florida League of Cities put the financial package together and paid all the costs that might be incurred by the loan. Mr. Torpy asked that language be changed to “separate resolution or approval by the Board”. The Board concurred.
Mr. Bleau complimented the employees who did well in pool certification school recently. He thanked Mr. Hunt for upgrading educational opportunities for staff, which will improve performance at the pools.
Mr. Carillion commented he wanted it known how much the ARCC appreciates Mr. Torpy’s efforts on their behalf.
John Barry commented that a $10.00 raise in the assessment fee each month would take care of creating the disaster fund. If the Trustees are going to be 5 instead of 9, then to be a Trustee means being present full time.
Michele Donahue and Gabrielle Gilbert of Ele’s Toning Tables in the Shopping Center at 935 Barefoot Boulevard. Ele’s is providing a free session and a free drawing.
Elizabeth Showers commented the Lounge does not have space for the dart leagues. The dart board needs to be left in the 19th Hole. If this is not possible, could the dart board be moved to a safer location near the back doors of the Lounge. Ms. Showers commented the women’s bathroom at Pool 1 needs to be left open until the Lounge closes. She asked about the mobile home parked in the Building A parking lot. Mr. Hunt commented that the District is charging $25 a day, and has asked for it to be removed. Ms. Showers commented that neither the A/C nor the jukebox is working in the Lounge.
Jean Walsh suggested the District collect on
outstanding liens. Mr. Hunt explained the District has reduced its outstanding lien debt
under a unique contractual law situation. Mr. Torpy commented a foreclosure cannot be
initiated for a year from the date of the first default. An account 60 days behind gets
“into the system”. Lien cases are reviewed on a daily basis.
Mr. Bolon entertained a motion to adjourn. Mr. Bleau made the motion. Second Mr. Smith.
Mr. Helmerich attracted the Chairman’s attention and commented that when the weir project commences, he is qualified to oversee the project.
The meeting adjourned at 7:53 p.m.
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