RECREATION DISTRICT REGULAR BOARD MEETING 
July 11, 2022, at 9:00 a.m. in Card Room C 

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

II.	PLEDGE OF ALLEGIANCE – Supervisor Polvinen

III.	ROLL CALL – Executive Assistant Karon Bennett

IV.	APPROVAL OF MINUTES – The approval of minutes for the Budget Workshops and Regular Board Meeting on June 24, 2022, moved forward to July 25, 2022.

V.	DISTRICT COUNSEL’S REPORT - Thomas Hart, Esq. Counsel Hart presented the Resolution 2022-13 to the Board:

Supervisor Schwarz moved to approve Resolution 2022-13, Supervisor Polvinen seconded the motion, and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT AMENDING RESOLUTION 2022-12; APPROVING A REVISED SPECIAL ASSESSMENT BUDGET REPORT RELATING TO SPECIAL ASSESSMENTS TO BE LEVIED IN THE DISTRICT TO OPERATE AND MAINTAIN THE RECREATIONAL FACILITIES; STATING THE INTENTION TO USE CHAPTER 170 OR CHAPTER 197, FLORIDA STATUTES AS METHODS OF COLLECTING SUCH ASSESSMENTS; CALLING FOR A PUBLIC HEARING TO BE HELD AT WHICH THE DISTRICT SHALL CONSIDER THE ADOPTION OF A NON AD VALOREM ASSESSMENT ROLL IN CONNECTION WITH SUCH ASSESSMENTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. 

VI.	COMMITTEE REPORTS & RECOMMENDATIONS – Reports were moved forward to Monday, July 25, 2022

VII.	GENERAL MANAGER’S REPORT– GM J.B. Belknap updated the group on the Bond Projects in the attached report.

Chris Ewing Head Golf Professional has submitted his resignation effective July 17, 2022. The search for Chris’ replacement has started the search and will be filled immediately. 

GM Belknap has reached out to Wegman Interior Design to talk with them about FF&E options.

Ryker Johnson Irrigation Manager has gathered the three quotes from different construction companies required for the infrastructure work involving controller number one. GM Belknap will meet with him to get the packet ready for the Bid-Oversight Committee meeting. This will include the quotes for the Hunter valves. 

Jeff Stultz Construction Manager continues to work on getting quotes for the storage building. 

Hole Montes is working with Lee County on the LDO as the process continues on the multi-use path. GM Belknap will keep the Board updated.

Controller Lynn Brew mentioned that CLA (Auditors) will begin the operations assessment review of the administration department this week. The review team has been given job descriptions, and Standard Operations Procedures to assist in interviewing the administration and financial staff. 

VIII.	OLD BUSINESS
Board Budget Letter to the Residents – Supervisor Polvinen mentioned the section of the budget letter under Golf Memberships: “To accomplish this and still satisfy the needs of the membership, a reduction in overall membership was necessary resulting in higher fees.” She asked if that was stemming from the Greens Committee wanting to reduce outside memberships. Vice-Chair Overs confirmed that she was correct, though they know that we are not offering outside memberships at this time, only the ability to rejoin. Supervisor Polvinen was opposed. Outside Membership will only be increased if resident memberships do not cover the forecasted budget. Supervisor Polvinen suggested that we should be looking for opportunities to increase membership and/or non-membership to get to a more reasonable rate for the current residents. Vice-Chair Overs stated that part of the challenge is that 60k rounds per year is a large number of rounds and they are attempting to keep the $6M investment in the golf course in good shape. The second issue is that the 1/2 day closures on Mondays cause golfers to be bumped. In other words, to satisfy the golf course needs and resident needs, it was recommended to reduce the number of memberships. Much depends on who rejoins this year. We will not solicit outside memberships for the time being. Supervisor Polvinen agreed to leave the rationale in the budget letter 

Chair Young made a motion to accept the budget letter as written to distribute to the residents, Supervisor Schwarz seconded, and Supervisor Polvinen was opposed. The motion was approved.  

IX.	NEW BUSINESS
Chair Young asked for feedback on submitting a directed restaurant survey. Supervisor Polvinen asked that the draft survey be reduced in size. She added that she felt the survey was confusing and she is not in favor of the survey. Discussion took place on communications from the Board, surveys, and focus groups to get to where we understand what the community wants for the restaurant. Chair Young asked if the Board agreed that we have enough information to move forward with the restaurant. Chair Young and Vice-Chair Overs responded “no”. Supervisor Polvinen responded “yes”. Supervisor Kulkoski understood that residents want a larger bar and to remove a wall to accommodate that. He stated that at the last budget meeting the Board agreed to spend up to $1.3M.  
The Board agreed to decide by the 25th, yea or nay to move forward with the renovation to meet the September timeframe. 
Supervisor Kulkoski mentioned his concerns about the Food and Beverage Operations during the 6 months that the restaurant needs to be closed for a renovation. He requested to see the assumptions of the cash flow during the potential closure period. GM Belknap proposed starting construction in May. He gave the projections for revenue and expenses for April through September 2023.  The counterargument to delaying the F&B Director is to draw people into the ballroom by utilizing special events, theme nights, and catering to the full-time residents during the proposed summer closure. Let’s overachieve our revenue in the seven months that we are open. When the restaurant is closed for renovation, the plan is to move chairs and barstools to have the ballroom. The Board must decide whether to move forward with the restaurant renovation by Sept 1st at the absolute latest.

John Cowgill advised the group that the supply chain has improved. He is attempting to get the construction timeline in order. Supplies will need to be ordered early, November at the latest for a next summer renovation. He believed The further a decision and ordering is pushed out, the more opportunity for failure.

X.	RESIDENT COMMENTS
Tom Stephens cautioned the Board not to move forward with the restaurant renovation without looking at all alternatives. He suggested that an app or notice be given to the residents for lightning detection notification and to tell the residents what the sirens mean. GM Belknap will check with our lightning detection service, Thorgard. 

XI.	UPCOMING MEETINGS
•	Monday, July 25, 2022 - Board of Supervisors - 9:00 a.m. - CR-C/Zoom
•	Monday, August 15, 2022 - Board of Supervisors - 9:00 a.m. - CR-C/Zoom
•	Thursday, August 25, 2022 – Green Committee - 9:00 a.m. - CR-C/Zoom
•	Monday, August 29, 2022 – Finance Committee - 9:00 a.m. - CR-C/Zoom
•	Wednesday, August 31, 2022 - Board of Supervisors - 9:00 a.m. - CR-C/Zoom

XII.	ADJOURNMENT took place at 10:21 a.m.