RECREATION DISTRICT REGULAR BOARD MEETING 
May 23, 2022, at 9:00 a.m. in Card Room C 
Zoom Details: https://us02web.zoom.us/j/9687107160
Meeting ID: 968 710 7160 – Passcode: HgrdMeet1
MINUTES
BOARD MEMBERS	PRESENT	OTHERS	PRESENT	
Chair Howard Young		GM J.B. Belknap		
Vice-Chair Peter Overs		Controller Lynn Brew		
Treasurer Jayne Schwarz		District Counsel Tom Hart		
Secretary Mary Ann Polvinen		Executive Assistant Karon Bennett		
Assistant Sec/Treas William Kulkoski		Residents		

I.	CALL TO ORDER – Vice-Chair Peter Overs opened the Board meeting at 9 a.m. Chair Young joined via Zoom.

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

III.	ROLL CALL – Executive Assistant Karon Bennett took rollcall; attendees are listed above. 

IV.	APPROVAL OF MINUTES – Regular Board Meeting minutes from May 18, 2022, will be presented on June 6, 2022.

V.	DISTRICT COUNSEL’S REPORT - Thomas Hart, Esq. presented the following resolutions:

•	RESOLUTION 2022-05: Supervisor Polvinen moved to approve Resolution 2022-05, Supervisor Schwarz seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT ACCEPTING DONATION OF FUNDS FROM RESIDENTS FOR BOCCE AND GOLF; PROVIDING FOR GENERAL AUTHORITY; PROVIDING FOR SEVERABILITY; PROVIDING EFFECTIVE DATE.	
•	RESOLUTION 2022-06: Chair Young moved to approve Resolution 2022-06, Supervisor Polvinen seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURE FROM 2020 BOND PROJECTS ACCOUNT FUNDS, FOR ENGINEERING AND RELATED SERVICES BY HOLE MONTES ENGINEERING., FOR DESIGN, PERMITTING, AND CONSTRUCTION OVERSIGHT FOR MULTI-USE CART PATH BOND PROJECT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.	
•	RESOLUTION 2022-07: Supervisor Schwarz moved to contract with Interlink for services not to exceed $11K which includes $1,500 for ballroom wiring and modems from the 2020 bond fund. The balance will be taken as appropriate from 2021-2022 capital and operating accounts. Further to approve Resolution 2022-07, Supervisor Polvinen seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURES FROM 2021/2022 CAPITAL ACCOUNT FOR COMPUTER SYSTEM UPGRADES; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.	
•	RESOLUTION 2022-08: Supervisor Polvinen moved to approve Resolution 2022-08, Supervisor Kulkoski seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURES FROM 2020 BOND FUNDS FOR BOCCE/SHUFFLEBOARD AND PICKLEBALL COURT PROJECTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.	
•	RESOLUTION 2022-09: Supervisor Kulkoski moved to approve Resolution 2022-09, Supervisor Schwarz seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURES FROM 2021/2022 CAPITAL ACCOUNT FOR FITNESS CENTER EQUIPMENT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.	

VI.	COMMITTEE REPORTS & RECOMMENDATIONS 

Facilities & Amenities Committee – No meeting, therefore, no report.
Finance Committee – No meeting, therefore, no report.
Green Committee – Supervisor Overs stated that the Green committee would like to submit the Adopt-A-Hole Program for approval. Supervisor Schwarz suggested reviewing the policy with the Policies & Procedures Committee. The policy should be adopted by the Board, and rules and regulations are established through the Golf Shop.  Becky Gignac, who represented the Green Committee, introduced a structured Adopt-A-Hole Program (Attachment A). The Board asked that the Green committee create a way of planning a schedule for volunteers to be on the course and bring it to the Board at their next Board Meeting. Mrs. Gignac will get more input from Tim Kortanek and Chris Ewing. 
Long-Range Planning Committee - Fred Gignac reported on strategic planning, he mentioned that Jeff Buxton was asked to develop a draft implementation plan for action items within the Strategic Plan. This also included a facilities master plan and a plan to effectively understand the community needs. These topics will be discussed this afternoon at the Long-Range Planning meeting. The target timeline provided by Chair Young for the community-wide surveyor is February 2023. The purpose of the survey, (mimicking the survey from 8-9 years ago to the residents), is to obtain comments on the current wants and needs of the community. 
An important discussion on the Strategic Plan will take place at the next Board meeting on June 6th. Chair Young requested comments from the Board to be returned to Mr. Gignac prior to June 5, 2022.
Policies & Procedures Committee – Supervisor Schwarz discussed the review of the HGRD Policies & Procedures and Rules and Regulations update.  She noted that one change is removing citations of sections of Fl statutes (which change) and replace in the document with the applicable chapters of FL statutes, as suggested by Tom Hart. The policy should stand the test of time, the rules and regulations should change as the environment changes. The committee continues to meet every other week with the goal of submitting the document to the Board for approval at the end of the calendar year.
Problem-Solving Taskforce – While there was not a meeting to report on, John Cowgill gave an update on the restaurant renovation. Mr. Cowgill had a conference call with GM Belknap, Beth Brucker, Jeff Stultz, and Ryan Richards (RG Architecture) to discuss alternatives related to the estimate of probable costs, budget, and options. To get something to review, the Board needs to set a target expenditure. If the target is $1.8M then the group continues to review what they have to ensure that is the number. If the number is $1.4M then they can discuss sacrifices to get to the number. If the number is $1M then they know they must make enough modifications to get to that target. 
They also discussed putting the project off for a year. The consensus was you can put it off and develop the other projects so you would know, for certain, how much and where the restaurant funding would come from. But, given cost escalations, it would probably cost more. No one knows but the guesses were 8%-10% unless there is a downturn which may reduce some items. But realistically, we would not save much below this projection using this concept. They spoke about each line item and where possible savings could be realized. The ceiling, the folding divider doors with the glass enclosures, and the electrical with all new lighting were the largest items. There were other smaller opportunities but everything that can be reduced saves costs. 
An extensive discussion took place about renovating the restaurant. Supervisor Polvinen reiterated her objection to putting the restaurant renovation on hold. GM Belknap will determine the bond projects that can be completed now and what restaurant items we can purchase now. This is to be available for the Board’s review at the June 6, 2022 Board meeting. It was suggested that Wegman Designs make recommendations for the potential remodel of the lobby.  Update of the lobby needs to be authorized by the Board sooner rather than later. The Board will decide on this project at their next meeting.

VII.	FINANCIAL REPORT – Controller Lynn Brew reported on the month’s financial variances as follows:
•	Admin $3,625 favorable, YTD $33,303 favorable
•	Restaurant $5,932 unfavorable YTD $62,253 unfavorable
•	Clubhouse $4,152 favorable, YTD $4,959 favorable
•	CLIS $1,207 unfavorable, YTD $832 unfavorable
•	Fitness $6,445 unfavorable, YTD $1,007 unfavorable
•	Golf Maintenance $27,260 favorable, YTD $3,914 unfavorable
•	Pro Shop $15,362 unfavorable, $219,322 unfavorable
•	All Departments $5,992 favorable, $249,049 unfavorable
VIII.	GENERAL MANAGER’S REPORT – GM J.B. Belknap provided an update on Bond Project Expenditures and Costs. 

Sports Complex & Pickleball - Stultz is working with the site contractors to schedule the demolition of the shuffleboard and bocce courts.

Multi-use Cart Path - Thursday, May 26th is our pre-application meeting with the Department of Community Development to discuss the multi-use path. 

Bridge Inspection - Hans Wilson Marine Engineers are aware that we are in dire need of their report on the bridge by the Golf Shop. 

CLIS Project - It was decided that instead of replacing all the Irrigation valves at one time, we would evaluate the valve then replace it with a preferred Hunter valve. This was shared with the 3 bidders and we are still awaiting one more bid before going to the Bid Oversight & Finance committee for Controller #1. The bids range from $50k to $71k.

Monday Food Trucks –The residents seemed to enjoy the food truck atmosphere and the district sold $1,500 in food and drink, including 53 hot dogs. (25 was the over/under.) The event was a success. A big thank you to Supervisor Schwarz who, for 3 straight hours, wrote down orders and resident names allowing for a smooth flow throughout the evening. Chef Jason is looking into having additional event offerings this summer.

Fitness Center Humidity - Building Maintenance Manager Dan Parker will further investigate the humidity/vapor barrier issue at the fitness center. 

Budget Meetings - On Thursday and Friday, Mrs. Brew and GM Belknap met with each department head for the first round of budget talks. Each manager realizes the importance of this budget cycle and has put a lot of thought into developing next year’s estimates.

Golf Course - Certificate of Completion - The golf course renovation certificate of compliance has been received. It represents the final inspection and the completion of the LDO. GM Belknap is still awaiting the lake management plan from engineer Jim Ink so the lake bank priorities can be made. 

Jeff Buxton Meetings - Mr. Buxton and GM Belknap have been discussing both F&B and Golf membership data. Mr. Buxton has been examining the data provided to him and will present his analysis prior to the budget meetings.

CLIS Sprinkler Damage - In March, a sprinkler head located on a standpipe on Via Presidio burst causing water to infiltrate the residence. The resident contacted their insurance claims adjuster to start the subrogation process, which was communicated to our agent last week. The total claim is just over $7k. In discussing the matter with our insurance agent, they recommended filing a claim with our carrier.

IX.	OLD BUSINESS - No old business was presented. 

X.	NEW BUSINESS 
Board meetings are scheduled for October, November, and December as attached (Attachment B).
The Board decided to postpone committee reports to the second Board meeting of each month.
XI.	RESIDENT COMMENTS - No resident comments were presented.

XII.	UPCOMING MEETINGS
•	Monday, May 23, 2022—Long Range Planning—1:00 p.m.—CR-C/Zoom 
•	Wednesday, June 1, 2022 – Policies & Procedures —1:00 p.m. - Location TBD 
•	Monday, June 6, 2022—Board of Supervisors Meeting—9:00 a.m.—CR-C/Zoom
•	Monday, June 13, 2022—Facilities & Amenities Meeting—9:00 a.m.—CR-C/Zoom
•	Monday, June 20-23 – 2022-2023 Budget Workshops —Each Day at 9:00 a.m.—CR-C/Zoom
•	Friday, June 24, 2022—Board of Supervisors Meeting—9:00 a.m.—CR-C/Zoom

XIII.	ADJOURNMENT took place at 11:10 a.m.

Attachment A
Herons Glen
Adopt a Hole Program
The purpose of the Adopt a Hole program is to improve the playing conditions of the golf course by eliciting the help (voluntarily) of Herons Glen Golf members/residents who can take active “ownership” and select (adopt) a particular hole on the golf course and perform only the following: 
1.	Filling divots with sand on tees and fairways… everywhere.   
2.	Repairing ball marks…everywhere, but more specifically...the greens, and… the apron in the front of the green 
3.	Picking up tees...broken and otherwise on the tees, especially on the par 3 holes
4.	Picking up other trash that may be in the area
5.	Keeping a log sheet of work performed and returning it to the captain promptly (captain will provide the forms).
Volunteers are asked to commit to 30 minutes a week and be mindful of after hour golfers that may be on the course.
IMPORTANT:  Volunteers should keep to known areas that are easily accessible; avoid areas that may be too risky.
Each hole will have a captain. The responsibilities of the captain include the following:
•	Organizing “work days/times” with the volunteers for that specific hole 
•	Coordinating with the Golf Maintenance Director and/or Golf Pro to schedule work days on the course after hours (not when the course is closed for maintenance)
•	Inputting volunteer work logs data into an Excel spreadsheet for tracking and accountability
•	Reporting data to the Golf Maintenance Director monthly who can then share with the community for transparency of work accomplished.
The number of volunteers is limited to 8 for Par 3s and 10 for Par 4s and 5s. With that said, the Hole Captain should limit the traffic on each hole to no more than 3 volunteers for Par 3s and 4 volunteers for Par 4s and 5s at any one time.
You may sign-up to be a volunteer or a hole captain by filling out the attached form. You will be notified if you are selected as a volunteer, captain, or alternate.

Attachment A, continued

Adopt-A-Hole Volunteer Form
By signing up, volunteers agree to indemnify and hold the District harmless from, and expressly waive, any claims for personal injury while performing these duties.
First Name*  	
Last Name*  	
Email Address*  	
Phone Number*  	
Hole Number*  	
Captain*	Yes ☐	No ☐
What months are you in residence in the Glen? 
☐	Year-round
☐	January
☐	February
☐	March
☐	April
☐	May
☐	June 	☐	July 
☐	August
☐         September
☐	October
☐         November
☐	December	

Please return form to the Pro Shop.

Attachment B
2022 HGRD Board Meetings and Other Events
REGULAR MEETINGS
Zoom/CD RM C*  	OTHER EVENTS
Zoom/CD RM C*  	

Monday, June 6 at 9:00 a.m.

Friday, June 24 at 9:00 a.m.

2022-2023 Budget Workshops
Monday, June 20 – Thursday, June 23
All at 9:00 a.m.

Monday, July 11 at 9:00 a.m.

Monday, July 25 at 9:00 a.m.
		
Monday, August 15 at 9:00 a.m.		

Monday, September 12 at 9:00 a.m.
Monday, September 26 at 9:00 a.m.
	
Budget Approval 
Thursday, September 1 at 5:00 p.m.

Monday, October 10 at 9:00 a.m.
Monday, October 24 at 9:00 a.m.

Monday, November 14 at 9:00 a.m.
****Nov 24 is Thanksgiving
Monday, November 28 at 9:00 a.m.

Monday, December 12 at 9:00 a.m.

Approved by the Board on Monday, May 23, 2022
*If a large turnout is anticipated for a Board Workshop or Meeting, 
the Ballroom will have to be used.