Minutes for September 14, 2007
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DRAFT
The Barefoot Bay Recreation District held a regular meeting on September 14, 2007 in Building D&E, Barefoot Bay, FL. Chairperson Wilma Weglein called the meeting to order at 1:00 p.m.
Ms. Weglein requested a silent prayer for all our servicemen around the world as well as those who have served in the past.
Ms. Weglein led the Pledge.
Ms. Crouse called the roll. Seven Trustees were present. There were 2 vacancies. Mr. Repperger was present as counsel.
At 1:07 p.m. Ms. Weglein, Mr. Klosky, Mr. Allan, Mr. Ferris, Ms. Crouse, Ms. Donahue and Mr. Bleau recessed into an Executive Meeting held in Building C. Mr. Repperger and a Court Reporter attended the meeting. The regular meeting reconvened at 2:56 p.m.
Ms. Weglein entertained a motion to approve the minutes of August 14, 2007 Ms. Crouse made a motion to approve the minutes. Second Ms. Donahue. Motion carried unanimously.
Ms. Weglein entertained a motion to approve the minutes of August 28, 2007. Ms. Donahue made a motion to approve. Second Ms. Crouse. Motion carried unanimously.
Ms. Donahue read reports dated 9/13/07 and 9/25/07. The reports were not accepted pending corrections. Ms. Crouse made a motion that the reports will be corrected and brought back to the next meeting. Second Mr. Allan. Motion carried unanimously.
Mr. Allan added Agenda Item E, Unfinished Business: McCool settlement
None at this time.
James Farrell holds a Bachelor’s degree in Business Management and Economics. He has extensive supervisory experience and has sat on several selection boards. Mr. Farrell believes in “concerted team effort” and is solution oriented. Mr. Farrell said he had no intention to run for election in November, 2007; he is a Brevard County registered voter, and a year round resident. Mr. Farrell declined to consider the position of Community Manager. (Resume attached for reference.)
Thomas Guinther said if he were chosen he would step down from the Chairmanship of the Golf committee to avoid conflict of interest. He does intend to run in the November 2007 election. Mr. Ferris read a letter Mr. Guinther submitted wherein he stated the Board was “out of control”. Mr. Guinther responded he wrote that letter when the Board was in a period of turmoil. Ms. Donahue asked him if he would micromanage when he was seated on the Board. Mr. Guinther replied he would not; he does feel there has to be a little more direction through the Board. Mr. Guinther would like to see the website updated for public information. Ms. Weglein agreed the District should hire a financial manager and a community manager.
Robert Paul Patterson, a building contractor licensed in the State of Florida, has been a resident 17 years. Mr. Patterson encouraged everyone to stay optimistic. He is not planning to run in the November election. All of his contracts are with the Indian River County government.
Robert Peet spent 32 years with the Social Security Administration as a supervisor and management analyst. He is familiar with budgets and labor relations. He is eager to assist in finding solutions to the issues facing Barefoot Bay. He is planning to enter the November election.
1st Round 2nd Round
Mr. Klosky nominated James Farrell Second Ms. Donahue 6 Yes
Ms. Crouse nominated Thomas Guinther Second Mr. Bleau 4 Yes 3 Yes
Mr. Ferris nominated Robert Peet Second Mr. Allan 4 Yes 4 Yes
The tie was resolved in the 2nd round of voting. Mr. Farrell and Mr. Peet were chosen to be seated at the next regular meeting of the Board of Trustees.
Helen Voltz, Brevard County Commissioner, spoke about the fire assessment fee. Mr. Ellis, Brevard County Clerk, sued the Commissioners saying the way the ad valorem was applied was illegal. Because of the court case, Ms. Voltz expects the ad valorem tax to go down. Water rates will not go up to expand the water plant. A Federal Government grant will help out. Ms. Voltz mentioned construction has started on Micco Road.
Ms. Weglein asked if the new Trustees could be seated immediately. Mr. Repperger relied that according to the Trustee Rules the newest members would be seated at the next regular meeting.
Mr. Allan said he corrected the Community Manager advertisement as per the special meeting September 6th. Mr. Allan emailed to contacts the next day; the Recording Secretary emailed it to the Press Journal. Requests for proposals will go to the management companies. Mr. Bleau volunteered to show District Management Services [company] around the Bay. Ms. Crouse reviewed the management company request for quote/proposal for the Board.
Mr. Allan made a motion to send out Ms. Crouse’s version of the request for qualifications. Second Mr. Bleau. Motion carried unanimously.
Mr. Allan requested that Ms. Jenkins also send the rfq to the management companies that interviewed before the Board. Mr. Bleau will handle Mr. Showe, who emailed his interest to the District.
Ms. Voltz swore in Mr. Farrell and Mr. Peet.
Mr. Ferris re-scheduled the Charter workshop to September 25th at 5 p.m. (Tuesday) before the regular Board meeting. Mr. Klosky asked to reschedule the Trustees Policies and Procedures workshop. Date and time to be announced.
Mr. Allan made a motion to accept the McCool settlement as written. Second Mr. Bleau. Motion carried unanimously.
CEB #603-12-06 958 Laurel Circle Mr. Bleau made a motion to reduce the fine to $251.40 to be paid by November 1, 2007. Motion carried unanimously.
CEB #439-05-06 958 Laurel Circle The owner secured a contract to demolish the house and the house was demolished. Mr. Austin recommended removing the fine. Mr. Allan made a motion to remove the fine. Second Mr. Klosky. Motion carried unanimously.
502 Puffin Drive A letter from the owner indicated health issues and contractor problems with Factory Direct. A letter from an attorney validated the health issues. Mr. Austin recommended removing the fine. Mr. Bleau made a motion to remove the fine. Second Mr. Klosky. Motion carried unanimously.
536 Persimmon Drive The carport posts were covered with wood and not with an ARCC approved material. Family issues interfered with correcting the violations. Mr. Austin recommended reducing the fine to costs. Mr. Ferris made a motion to reduce the fine to $240.74 to be paid by November 1, 2007. Second Mr. Klosky. Motion carried unanimously.
903 Hyacinth Circle A letter from the owner indicated there was a death in the family which delayed repairs. Mr. Austin recommended reducing the fine to costs [$239.47] Mr. Klosky made a motion to reduce the fine to $239.47 to be paid by November 1, 2007. Second Mr. Allan. Motion carried unanimously.
836 Hawthorn Circle At this address Mr. Austin requested combining 2 violations of parking on the grass. The owner admitted the violations and offered to settle for $25. a day. Mr. Austin spoke with the owner and said he didn’t expect the violations to reoccur. Mr. Austin asked the Board to accept $25 a day X 4 days for a total of $100. It will go back to the Violations Committee if it does reoccur. Mr. Bleau made a motion to accept Mr. Austin’s recommendation to accept $100 in settlement to be paid by October 31, 2007. Second Mr. Klosky. Motion carried unanimously.
Ms. Voltz swore in Mr. Farrell and Mr. Peet a second time because of technical difficulties the first time.
Ms. Weglein’s Report on Conditions in the Bay
Ms. Weglein read her report. (Attached for reference). New signatures need to be put on the financial accounts held in Tallahassee. Ms. Crouse made a motion to add Wilma Weglein as signatory and Ms. Donahue as second signatory on each account that requires signatories. Second Mr. Bleau. Motion carried unanimously.
Ms. Weglein commented that a commercial double oven had been approved by the Fire Marshall for Building D&E. The oven will cost $672.20. Mr. Bleau made a motion to approve the purchase and installation. Second Mr. Klosky. Motion carried unanimously.
Pool One repairs must go out to bid. The pool will be closed for several weeks during repairs. Mr. Allan volunteered to follow up with Jim Reilly in Maintenance. Mr. Reilly has indicated estimates are coming in from three companies.
Diane Sauls reported on receivables. She said regarding changes in procedures the home sales closings and receivables concern her the most. (Report attached for reference.)
Mr. Repperger gave Ms. Voltz and the Brevard County Commissioners thanks for passing the Charter Amendment Resolution at this Tuesday’s Board meeting. Mr. Repperger gave the Board of Trustees a copy of the resolution and ordinance which will be adopted pending referendum. He read the 3 ballot questions representing amendments to the Charter and asked for a motion to ratify. Ms. Donahue made a motion to ratify. Second Ms. Crouse. Motion carried unanimously.
Mr. Repperger said he sent the questions to Fred Galey, Supervisor of Elections, for placement on the ballot. The cost of the election is estimated at $4,100. The legal office responded to the Koehler EEOC complaint. Mr. Repperger believes the complaint is “baseless and groundless.” On the Frazier/weir issue, Mr. Repperger has not been able to contact the engineering firm he has in mind, but he will bring that information back to the next meeting.
Mr. Klosky reported the Home Owners Association will hold a “Welcome Back” dance in Building A “tomorrow” beginning 6 p.m. Music by Tom Doyle, bring your own snacks, $5.00 at the door. The Youth Group brought in $347 for the family who had a fire at Laurel Circle recently.
Mr. Bleau made a motion that J.B. Cement (Reuben) remove the pump slab and replace it with a concrete slab for $2,900. Second Mr. Allan. Mr. Allan pointed out that repairs over $750 require 3 bids. The motion was rescinded until 3 quotes have been received. Mr. Bleau said he would submit drawings from a Golf Committee member concerning buildings at the next meeting.
Mr. Allan said the Violations Committee still needs an alternate. Vehicles parked in the Building A parking lot overnight without a permit could be towed. Resident parking for RV’s and trailers is available in the Falcon Drive parking lot. Mr. Allan said please be diligent about things that fly in high winds.
Mr. Ferris relayed concerns from the Home Owners Association regarding lack of lighting along the sidewalk to the Building A parking lot.
Ms. Weglein said the next ARCC meeting is September 21st in the Lounge at 9:00 a.m.
Ms. Crouse reported Maintenance is working on the lighting along the sidewalk and the window in the Lounge. The bbq pit area has been cleaned and painted; the roof in that area is being replaced. The Pro Shop was pressure washed. Maintenance is reviewing a work order program that would allow for tracking. Ms. Crouse recommended purchase of one golf cart. Maintenance received 3 bids for shutters.
Ms. Donahue reported there did not appear to be a great deal of cost involved in keeping Pool 2 open longer hours for a while. Mr. Reilly says he has the staff to do it. His concern is lighting in the parking area. Ms. Weglein commented both Pools 2 & 3 are dark in the parking areas; it will cost $8,000 to $10,000 to put lighting in the parking lots. The Board decided to revisit the issue in May 2008.
Mr. Allan revisited the audit issue. Ms. Weglein explained Moor Stephens Lovelace will not do the audit because of “independent issues” as required by their oversight Board. Another firm would have to perform the “quick audit”. Mr. Allan made a motion that Ms. Weglein contact the audit firm recommended by Moore Stephens Lovelace and procure an estimate of the cost for a quick audit. Second Mr. Klosky. Motion carried unanimously.
Mr. Bleau asked Ms. Weglein if she were comfortable with being the appointed Trustees for ARCC as well as the Board of Trustees Chairman. She said if someone else wanted to do ARCC they could volunteer for it. In November someone else will be appointed ARCC anyway. Mr. Bleau asked Mr. Repperger why the Chairperson and the Treasurer are signatories on the bank and fund accounts and is not allowed to function as an Interim Community Manager. Mr. Repperger said the Board could make that arrangement if it chose; he reiterated the historical perspective that the Board delegated certain authorities to the Community Manager position. He reminded the Board that the parameters of such an action would have to be very closely circumscribed. Ms. Weglein said the most pressing problem currently is the hiring and firing of employees. Before Ms. Daddario the department managers had that authority. Mr. Repperger concurred saying the shift of authority to the Community Manager’s position seems to have been a management style.
Ms. Donahue made a motion to ratify the Food & Beverage offer to give employees a break on lunches. Second Ms. Crouse. Mr. Allan requested the language be changed to “employee discount” rather than a dollar amount. Ms. Donahue and Ms. Crouse agreed. Motion carried unanimously.
Ms. Crouse asked Ms. Weglein to verify the $61,000 Home Depot bill is paid. Ms. Weglein said the $61,000 covered 10 months and is paid. Ms. Crouse commented on the issue of pay raises after performance reviews saying that some employees received them and Ms. Daddario told others no raises were being given. Ms. Crouse was told Ms. Daddario changed the policy about pay raises being retroactive to the proper review date. Ms. Crouse requested a review of the raises that were granted to be sure they were retroactive. Mr. Ferris asked who would make the determination for Administration? Ms. Weglein pointed out the raises must be done by September 30th because of the budget year. Mr. Allan commented the Board can make allowances for circumstances and use “carry over” money. Ms. Weglein will check with the auditor in case any monies have been carried over that could be used for this purpose. A decision can be made at the next meeting.
Ms. Weglein asked the Board to allow Steve Rice to serve voluntarily as the Bay’s IT person. Mr. Bleau made a motion to authorize and allow the Board of Trustees to authorize Mr. Rice to help with the BBRD IT problem. Second Mr. Klosky. Motion carried unanimously.
Ms. Weglein commented the copier in Building F needs upgrading and an upgrade will also allow for scanner capability. There have been extensive problems with printing to this copier. Under the present contract a professional IT person costs $125 an hour. With the upgraded contract, IT help is $19 a month. A new postage meter is due this week.
Ms. Weglein expressed concerns regarding the 2007-2008 budget especially on the revenue side. A resolution at a later date may become necessary. Mr. Allan asked Ms. Weglein to come back with specifics; he said “a budget is just a budget”.
Nancy Eisele asked about coupon books. Ms. Weglein responded the printer has mailed them with a financial statement. Ms. Eisele understood FEMA was supposed to fix up the Lounge after they used it in 2004. Ms. Crouse responded FEMA wasn’t responsible for an age related exterior repair; the roof is rotted over the service window. Ms. Eisele felt discussion of lighting at the pools should start before May 2008.
Jeanne Osborne is confused by the “budget notes” statement. She still thinks having the equipment at Falcon Drive is a waste of time and manpower. She says fix the green building and move everything back to the golf course.
Robin Phillips said the Youth Group raised $337.09 with the car wash and bake sale. Kids are still tutoring on Wednesday nights, and the “Trunk and Treat” event is still on for Halloween starting at 6 p.m.
Bob Armbruster offered help with the Barefoot Bay Recreation District website. He commented the front entrance needs sprucing up.
Dale Page said that Linda Jump’s article in Florida Today should have said “5 years ago” not “5 weeks ago”. Mr. Page feels perhaps ramps at the beach would be more helpful than stairs. He said it was grossly unfair for one resident to save 32 seats at the Pool 1 event on Sunday afternoon. It was noted that Mr. Raponi, the Food and Beverage Manager, took a hand in that and caused the resident to cease “reserving” the seats. Mr. Page mentioned Mr. Torpy’s opinion in the November 10, 2006 minutes regarding the “Community Manger form of government”. As for speaking with Board members, Mr. Allan said employees are federally protected in the “Whistleblower’s Law”.
Ms. Weglein entertained a motion to adjourn. Mr. Bleau made the motion to adjourn. Second Ms. Donahue. The meeting was adjourned at 4:52 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