Minutes for September 25, 2007
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DRAFT
The Barefoot Bay Recreation District held a regular meeting on September 25, 2007 in Building D&E, Barefoot Bay, FL. Chairperson Wilma Weglein called the meeting to order at 7:00 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. Ms. Donahue was excused. Mr. Kirschenbaum was present as counsel.
There were no minutes to be approved at this meeting.
Ms. Crouse read the report. (Attached for reference.) The report was not accepted pending correction.
Mr. Bleau amended the Agenda to include repairs to the golf course pump station platform (Unfinished Business, Item B)
Mr. Allan amended the Agenda to include discussion of the Pool 1 draft bid package (Unfinished Business, Item C)
Ms. Crouse amended the Agenda to include a request for golf cart replacement for Maintenance and the purchase of shutters (Unfinished Business, Items D and E)
Jim Malatos is concerned about using reserves to balance the budget. Ms. Weglein commented that issue would be discussed later in the meeting.
Jeanne Osborne commented there is money in the golf budget which must be spent before September 30th. That money could be used to make the repairs to the golf pump platform before the pumps fall over into the lake.
Mr. Alan suggested the Board pick a “short list” from the applicants and invite those candidates to interview with the Board. Mr. Peet commented cost is a prime consideration; the Recording Secretary interjected that the original notification was for qualifications, not proposals which would have included costs to the Bay for services. Mr. Farrell presented an evaluation matrix to rate the Community Manager candidates. The Board directed Ms. Jenkins to compose and send out an RFP (Request for Proposal – Costs) to the management companies that would be invited to interview. Ms. Weglein polled the Trustees to obtain their view of which way the Bay should go, with a management company or the community manager form.
Mr. Peet management company Mr. Allan interview both
Mr. Farrell community manager Mr. Ferris management company
Mr. Klosky interview both Ms. Weglein interview both
Mr. Bleau management company Ms. Crouse management company
The Board chose New Community Strategies, Special District Services, and Wrathell, Hart and Associates L.L.C. C. as the management companies to interview; Henry Jenkins, Richard Anderson, and Linda Culbertson as the Community Manager candidates to interview. The candidates will be invited to appear on October 5th in a workshop that will begin at 1:00 p.m. in Building D&E.
Golf pump platform: Mr. Bleau presented 3 bids regarding repairs at the golf course pump station. Mr. Bleau made a motion to accept Reuben Jacobs’ bid in the amount of $2,100 to restructure the underpinnings at the golf course pumps. Second Ms. Crouse. Motion carried unanimously. The Board authorized a notice to proceed.
Pool 1: Mr. Allan discussed whether new plans at Pool 1 may have to be commissioned or whether the original as-builts can be found in storage. One concern is the deck drains must be replaced with larger ones that can be washed out. Mr. Allan felt the District could get along with the original plans plus an addendum. A pre-bid meeting should be called in which the potential contractors can get a look at the job. Mr. Farrell requested the bid package be rendered gender neutral. Ms. Crouse asked if the package had been reviewed by Mr. Repperger; requested one “proof of” be removed in the “proof of insurance” sentence of the document, and that “John Morris” be changed to “James Reilly” because he is the Facilities Manager. Mr. Allan requested that “we do what we have to do” to create the addendum and get the bids out. Ms. Weglein suggested taking the project to the County and to Mr. Repperger. Mr. Allan commented the job must begin no later than November 30th.
Ms. Crouse commented there is $9,000 left in the Maintenance budget with which to purchase shutters and an EZ-Go. Ms. Crouse made a motion to purchase these items. Second Mr. Farrell. Ms. Weglein said the money was budgeted, but it is going to be necessary to tap reserves just to pay current bills. FEMA money must be earmarked to pay back reserves if and when the District gets the FEMA money. Ms. Crouse rescinded her motion; Mr. Farrell rescinded his second.
Mr. Allan asked the Board to direct Mr. Repperger to work with Mr. Austin of Code Enforcement to make revisions to Resolutions 2007-1 and -2 and bring it back to the Board at the next meeting. Mr. Allan made the motion. Second Mr. Bleau. Motion carried unanimously.
Mr. Ferris commented the Charter workshop has been rescheduled to October 12th at 11 a.m. preceding the Board’s regular meeting at 1 p.m.
Ms. Weglein read her “Report of Conditions in Barefoot Bay”. (Attached for reference.) Ms. Weglein commented on how finances are processed in the District office. She compiled a list of invoices and checks totaling $159,245.84 plus a $64,000 check which must be sent to Tallahassee. Referring to the bank balance, there is approximately $90,000 available to spend towards the demand. Ms. Weglein asked the Board to authorize transfer of $150,000 from one of the reserve accounts into the Operating Fund with the stipulation that when the FEMA money arrives, the money goes back to Tallahassee. A resolution is required. Mr. Allan asked if the alternative could be a bank line of credit. Ms. Weglein thought the timeline had run out on the League of Cities loan Mr. Hunt secured after the 2004 hurricanes.
Mr. Allan made a motion to transfer $150,000 to the Operating Fund and to pay back either with FEMA funds or a line of credit. Second Ms. Crouse. Motion carried unanimously.
Mr. Farrell made a motion to authorize purchase of a new postage meter. Second Ms. Crouse. Motion carried unanimously.
Ms. Crouse made a motion to proceed with employee merit raises based on current evaluations and to make them retroactive. Second Mr. Farrell. Motion carried unanimously.
Ms. Weglein said the “33” Account in Tallahassee is the one the District pays the bonds from that the District does not touch for any other reason. PGIT, the District insurance company, is due payment October 1st. Workman’s Compensation, legal liability, and general liability insurance costs the Bay $196,569 annually. Down payment is $49,000 by October 20th. The monthly note is about $17, 428. The payoff method is cheaper. The Board requested Mr. Repperger review the insurance note before payment is made.
Mr. Allan commented on the entrance to Barefoot Bay. Mr. Allan made a motion to cap the fountains. Second Mr. Farrell. Various suggestions were made to spruce up the looks of the entrance. Motion carried unanimously.
Ms. Weglein commented on Mr. Repperger’s letter regarding the McCool settlement. If Board members have questions or comments, please contact Mr. Repperger directly.
There was none at this time.
Mr. Peet reported on the company the District hired to spray the canals. Maintenance will now require the company to check in with them each time they come to service the canals and may accompany them to ensure the job is done according to the contract provisions.
Mr. Farrell, Food and Beverage liaison, met with Mr. Raponi, Food and Beverage manager. Steak night was sold out. Thanks to the youths who volunteered as wait staff at the event.
Mr. Klosky commented the Home Owners Association meeting is October 9th. The Youth Group wants to hold a Halloween hayride. Mr. Klosky requested the Board approve the Youth to use the Barefoot Bay Recreation District tractor, driven by a One Source employee to pull the hay wagon. Ms. Crouse questioned the liability.
Mr. Bleau commented on his information concerning a 24x60 storage shed at the Golf course. Mr. Bleau wants to invite Metal Structures L.L.C. to speak to the Board of Trustees at an October meeting. He received a quote on a 35x60 steel building, which is not a pre-fabricated shed. Mr. Bleau cited that FEMA funds had originally been set aside for this purpose and could be used to pay for it.
Ms. Weglein commented ARCC will meet October 5, 2007 at 9 a.m. in the Lounge. On October 25th at 2 p.m., location to be announced, a presentation will be made on modular concrete homes. She said she will check the Charter. It is her understanding that certain statutes have been revised that may allow them in mobile home parks because of hurricanes. Note: the presentation will be held in the Youth Group building (Old Peddler building).
Ms. Crouse reported there are 3 bids on stucco work at the Lounge. The Golf course drains are an ongoing issue. Complete Electric is on site looking at lighting problems in Building A and the parking lot. Maintenance is switching to an internal work order system.
Mr. Bleau revisited the metal structure question and asked the Board if Metal Structures L.L.C. may come to talk with the Board at the 2nd Friday meeting in October. Mr. Allan, Mr. Farrell and Ms. Crouse commented obtaining a metal building for $39,000 would need a sealed bid process because it is a different building than was bid on before. Ms. Weglein commented there was never an application made to FEMA on that building and there will have to be an application in order to get the money. Mr. Peet asked how much it will cost for site preparation. Mr. Bleau will get a bid package together to review by the Board.
Mr. Allan thanked Steve Rice for the volunteer work he is doing on the District’s computers. Ms. Weglein requested the Board authorize Mr. Rice to be a contact person with Sage in order to get the software working regularly. The Board gave consensus.
Mr. Farrell asked if department heads could be present at meetings where their department is on the agenda. Mr. Farrell acknowledged the liaisons, but said “sometimes” he wished to pose questions directly. Mr. Allan said this might be possible at Friday meetings, but posed a problem with overtime at evening meetings. Mr. Farrell asked if the District had addressed all the items that were in the Auditor’s report one of which was bank account reconciliation. Ms. Weglein said the payroll portion of the Auditor’s report has been outsourced, and she is reviewing some of the time cards herself. Mr. Farrell commented the $63,000 budgeted to return to the reserves would not go far to pay off $600,000 borrowed against reserves in the last 3 years. Mr. Farrell asked who had been tasked with updating the official website. Ms. Weglein responded that Leslie Kadlec of Code Enforcement has been asked to do that. Mr. Farrell volunteered to help.
Mr. Allan commented on the 3 unopposed Trustee positions in November and said the fourth seat will have to be filled by appointment after the election. He thanked Mr. Peet, Mr. Guinther, and Ms. Crouse for their interest in serving on the Board. Mr. Allan suggested anyone interested in filling the vacancy submit letters of interest at Building F.
Nancy Eisele said Barefoot Bay does not own the front entrance. She reminded the Board the residents had rejected a management company before. The Violations Committee has their own lawyer, but he does not write resolutions for the Board of Trustees. The resolutions in questions are 2007-1 & 2, already approved. Mr. Farrell pointed out that losing a smaller amount of interest borrowing from our own funds is better than borrowing outside and paying more interest.
Robin Phillips talked about the Youth Group and the Halloween hayride. Ms. Weglein said she would ask PRIA about liability. Wednesday evenings from 6-8 there is tutoring at the Youth building. 10% of the carwash money the kids raise goes back to the General Fund so they can learn to give back to their community.
June Lane said she has taken over reconciling the accounting for the Youth Club. She doesn’t feel the money the kids make should be shown as a “fund” with expenses the District incurs on their behalf, like rent on the building, etc., because it shows the Youth Club “in the hole” and they aren’t. Although the District accounting needs to show expense to the District, the impression it presents needs to be changed in the way the accounting is done.
Thomas Guinther referenced the 11 month report given to the audience in August that is based on 4,616 people. The budget Ms. Daddario created is based on 4,905 people. This puts the District $150,000 in the hole immediately. Ms. Weglein concurred with that discrepancy and commented there was another one in the Storm water account. Mr. Guinther further commented Personnel Services expenses appeared to be $160,000 under; he said employees shouldn’t be made to pay for “our” mistakes, that they need “our” support. Mr. Guinther had some ideas for a Code Enforcement mediation system. Mr. Allan conceded that Code Enforcement has no income channel to offset expenditures. Mr. Allan suggested Mr. Guinther speak with Ken Austin for further input.
Charles Mershon requested information on the McCool case. The Youth Group can use some bats, balls and gloves. Mr. Mershon suggested the Golf course would cost the Bay less if it was privatized.
John Atta commented on the insurance payout proposal. He said at the payout rates the Bay would pay over $200,000 for a $197,000 policy.
Ms. Weglein requested the Board’s permission to put Bill Ferris on as a signatory at Bank of America. When Ms. Weglein is on vacation, Mr. Ferris, as First Vice chair, will assume Ms. Weglein’s duties. Ms. Crouse made the motion. Second Mr. Peet. Motion carried unanimously.
Mr. Allan: We did come to a settlement in mediation. It was determined that Mr. McCool was grandfathered. He was not required to put in a lamp post, and the District would pay his attorney’s fees. Mr. McCool dropped his other complaints and agreed that Barefoot Bay was operating legally. The settlement agreements are available at Building F. Mr. Allan said initially the District was counseled that Mr. McCool had to put the post in. [We] now have new legal counsel. The case has been resolved to Mr. McCool’s satisfaction and the satisfaction of this Board.
George Rosenberg, coordinator with Barefoot Bay COPS, said if residents see anything going on please contact the Sheriff’s office. Barbara Pill is assigned to the Bay. Vandalism is decreasing. Mr. Rosenberg asked for volunteers.
Ms. Weglein entertained a motion to adjourn. Mr. Bleau made
the motion to adjourn. Second Mr. Peet. The meeting was adjourned
at 9:35 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