HERONS GLEN RECREATION DISTRICT REGULAR BOARD MEETING 
May 9, 2022, at 9:00 a.m. in Card Room C /Zoom
MINUTES

BOARD MEMBERS	PRESENT	OTHERS	PRESENT	
Chair Howard Young	X	GM J.B. Belknap	X	
Vice-Chair Peter Overs	X	Controller Lynn Brew	X	
Treasurer Jayne Schwarz	X	District Counsel Tom Hart	X	
Secretary Mary Ann Polvinen	X	Executive Assistant Karon Bennett	X	
Assistant Sec/Treas William Kulkoski	X	Residents	10	

I.	CALL TO ORDER – Chair Young opened the Board meeting at 9:00 a.m.

II.	PLEDGE OF ALLEGIANCE – Supervisor Polvinen led the Pledge of Allegiance.

III.	ROLL CALL – Executive Assistant Karon Bennett called roll; attendees are listed above. 

IT SOFTWARE AND SERVICES – Dave Southard reviewed the attached questions concerning IT services and software. The Board went over the questions they had about the quote and Mr. Southard gave detailed responses to all questions posed. Additionally, the Board considered the replacement of the cameras associated with Securitas; once that lease is over there will not be a renewal.
IV.	DONATION - Mary Koening requested to present a monetary donation from the family and friends of Tim Brosnan after his passing, noting that any donation for the purpose of helping the District must be approved by the Board.
•	Supervisor Overs made a motion to approve the donation of $2,700 to be split equally between the bocce improvement fund and the golf improvement fund. Supervisor Polvinen seconded the motion. The motion was approved unanimously.

The HGRD Policies and Procedures are in the modification process. When the HGRD Policies and Procedures are completed, the targeted funds will be established.
V.	APPROVAL OF MINUTES – Supervisor Overs made a motion to approve the minutes from the Regular Board Meeting on April 11, 2022, and the Mid-Year Review on April 25, 2022. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.

VI.	DISTRICT COUNSEL’S REPORT - Thomas Hart, Esq. did not present a report. Discussion took place on the poor water drainage area in the newly-developed Mystic property. The county permit states that roads must be built in a way that does not flood.

VII.	COMMITTEE REPORTS & RECOMMENDATIONS 
Problem-Solving Taskforce - John Cowgill informed the Board of the recent meeting to approve the Wegman restaurant design. The drawing has been passed to the architect to be included in the design drawings. The seating test for new chairs went well. On May 18, 2022, Wegman will present their final presentation during a public Board meeting. The issues are that the project is expected to be significantly over the original budget of $600K. The decision on proceeding needs to be made by the end of May 2022 in order to meet the requested completion timeline. The other issue is the supply chain, by ordering now delivery can be expected in January 2023 for the furniture (FF&E). 
The Problem-Solving Taskforce’s recommendation on the restaurant renovation is in progress. They anticipate having a better idea of the estimated project expenses from Wegman Design Group, RG Architecture, and Stultz Construction this week. Chair Young asked Mr. Cowgill to confirm if enough information would be presented on May 18, 2022, and that, if elected to pause the project, would we have all the details needed to start again in 10 months. The Board reiterated the need for a complete project plan, including artwork, sound system, equipment, etc. 
Long-Range Planning Standing Committee - Fred Gignac reported on the committee’s organization meeting r. Mr. Gignac was elected as Chair and Beth Brucker will serve as Vice-Chair.
o	Strategic Planning Review - Jeff Buxton presented a refreshment of the Strategic Plan that was done several years ago. He pointed out that this refresh did not include any refreshed research from residents or outside marketing resources. The committee intends to update the current plan, put it in a more actionable structure, and repackage it to be easier to convey and apply action. The initiative calls for providing more regular input from residents so that future refreshments can come from residents rather than internal committees and Boards. Supervisor Schwarz suggested adding an employee benefits piece. When discussing the need for a community master plan, Mrs. Brucker stated that such a plan is best done by an outside consultant. 
Chair Young suggested looking at the Strategic planning survey from 2014. He believes that the questions were presented well, and a good response was received from the community. Chair Young would like to target sending the survey to the residents during February 2023.
Finance Standing Committees – Supervisor Schwarz announced Finance Committee seats: Dennis Popp, Chair, and Larry Pedersen, Vice-Chair. 
•	Due to Betty Ward’s resignation, Supervisor Schwarz made a motion for the addition of Mary Koening as an Alternate on the Finance Committee. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
Policies & Procedures Ad Hoc-Committee - Karen Mars announced Policies & Procedures Sub-Committee seats: Karen Mars, Chair, and Dave McDonald, Vice-Chair. The committee is working on the Policies and Procedures; however, nothing is ready for approval at this time. They meet again on May 17, 2022, at 1:00 p.m. They intend to bring forth a recommendation to the Board by the end of the fiscal year.
Facilities & Amenities Standing Committee – Supervisor Kulkoski stated that the season's first Facilities & Amenities Committee meeting would be later in the day. Supervisor Kulkoski has approached the committee to get them thinking of recommendations for the management team to form an improved, positive operational plan. 
The committee will also look into options for improvements to the lobby and the planting area outside the entryway to the lobby; GM Belknap will investigate a new landscaping plan in that area.  A discussion took place on the importance of decorating the lobby to tie into the design/color scheme of the restaurant. 
Green Ad Hoc Committee – Supervisor Overs did not have a report but looks forward to the next Greens Committee meeting on May 19, 2022, at 9:00 a.m.
GENERAL MANAGER’S REPORT – GM J.B. Belknap spoke to Charlie Krebs from Hole Montes Engineering recently regarding the Multi-Use path. Mr. Belknap submitted a $13K proposal for their engineering services. The scope includes updating their previously prepared construction plans to reflect the change of work scope, permitting services, and construction services if we choose to hire them to prepare and coordinate the bid docs to contractors. 

•	Supervisor Kulkoski made a motion to hire Hole Montes Engineering not to exceed $13K as defined in the contract for the repairs needed on the Multi-use Path. Chair Young seconded the motion. The motion was approved unanimously.
Counsel Hart will follow up with a Resolution at the next Board meeting. 

GM Belknap started with the range of magnitude with the probable cost for the bocce and shuffle renovation, then proceeded into pickleball renovation details. A significant conversation took place on the decision to flip the location of the bocce and shuffleboard courts or to leave them in their current places. The Board looked holistically at the Bond Projects and compared the current costs, expendable projects, and the significance of flipping the bocce and shuffleboard courts.
•	Supervisor Overs made a motion to move forward with renovating the bocce and shuffleboard courts, including flipping the courts, not to exceed $750K as defined in the contract. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
Construction Management Stultz has reviewed bids, and MorSports will construct the courts. Stultz will be reminded to only present materials (such as paver colors, etc) that are available currently. 
Counsel Hart will follow up with a Resolution at the next Board meeting. 
The Board examined what savings in Jim Ink’s landscape plan which was approved by Lee County for pickleball, with or without the berm. They agreed to move forward as is.  The projected project plan will not include a concrete path to the road, it will include crushed rock instead. This leaves the option to move a path to the fitness center later. 
•	Chair Young made a motion to move forward with the project, including the berm, at a cost of $442K. Supervisor Overs seconded the motion. The motion was approved unanimously.
The Board authorized GM Belknap to gather quotes immediately for a fixed berm or steel bridge following the delivery of the structural integrity of the bridge from the engineer.
Controller Lynn Brew continues to work with Clubenchmarking on the Reserve Study. 
VIII.	OLD BUSINESS
FY2023 Budget items – Supervisor Schwarz presented a list of items that she would like management to consider when putting the draft budget together. The management team will begin developing the first draft of their proposed budget in, 2022. One important item to consider, as employers, is to establish an increase in employee wages. The Board was asked to present comments on what items to target to GM Belknap.
Further discussion will take place during budget workshops the week of June 20th concerning capital reserves, home sale transfer fees, and 2022-2023 Quarterly Assessments.
CLIS Upgrades and Repairs - Chair Young commented on his takeaway from a conversation with Vice-President Mark Grenert from Tucor, Inc., GM Belknap, Irrigation Manager Ryker Johnson, and Director of Golf Grounds Maintenance Tim Kortanek on the performance of the CLIS system. The proposal includes replacing valves that fail 75% of the time due to mechanical failures within the existing design and 25% that fail due to debris. Management advised that one full day, with a crew of 5 employees, is required to perform filtration cleanup. These clean-ups are not scheduled to be completed regularly. Secondly, the injection of chemicals into the filtration system t hasn’t been acted on. The system is not functioning as it should from an injection perspective. 
The mainstay of failures is due to the super decoder not communicating to the valves, this must be corrected first; the valves can be replaced as needed. GM Belknap will get a quote for replacing all the two wires in the historic district, replacing the current valves with Hunter valves as needed, and the contract for injection which will be completed monthly. This is intended to eliminate the debris portion of the issue. Due to the limited manpower in the CLIS department, Chair Young suggested that one person be added the to CLIS department budget who would be a wet check person on both the front and back of the community. Another price will be requested for replacing the wires while staying within the bond budget. The quote for replacing wiring does not include the back of the community, which does not have the same rate of failure. All controllers are working properly right now. , Chair Young reported the only other concern is adding to the suppression system to provide additional protection for the controllers.  
IX.	NEW BUSINESS
The Board updated the 2022-2023 Board Calendar.
X.	RESIDENT COMMENTS Resident Martie Shea indicated the communication between Chef Jason, Dining Room Manager Petra Deitrich, and staff needs to be improved. Consideration of restructuring responsibilities was also suggested. Mrs. Shea offered to assist Chef Jason with better organization tactics for events. The Board is keenly aware of the situation that exists in the Food & Beverage department. The management team is working on the consistency and quality of the food as well as the improvement of service and further employee training. 

XI.	UPCOMING MEETINGS
•	Monday, May 9, 2022—Facilities & Amenities Orientation—2:00 p.m.—CR-C/Zoom
•	Monday, May 16, 2022—Long Range Planning—9:30 a.m.—CR-C/Zoom
•	Wednesday, May 18, 2022 – Regular Board Meeting – 11:30 a.m. —CR-C/Zoom
•	Thursday, May 19, 2022—Green Committee—9:00 a.m.—CR-C/Zoom
•	Monday, May 23, 2022—Board of Supervisors Meeting—9:00 a.m.—CR-C/Zoom

XII.	ADJOURNMENT took place at 11:06 a.m.