Author: Mary Ellen Marvin
Last saved by: Assistant General Manager

HERONS GLEN RECREATION DISTRICT 
LONG-RANGE PLANNING COMMITTEE MEETING
February 13, 2023, at 9:00 A.M., Card Room C / Zoom
MINUTES

MEMBERS | PRESENT | SUPERVISORS/OTHERS | PRESENT
Chair Fred Gignac | X | Supervisor Howard Young, Liaison | X
Vice Chair Beth Brucker | X | GM J.B. Belknap | X
Jeff Buxton | X | Controller Lynn Brew | Zoom
Bob Herbstritt | X | AEC/Office Manager-Wendy Shea | X
Bruce Johnson | - | Optional – LRP Sub-Committee |
Carlton Smith | X | John Cowgill | X
Chuck Miller | X | Jon Edinger | -
Residents | 1 | Dick Thomas | -

I.	CALL TO ORDER – Chair Fred Gignac called the meeting to order at 9:00 a.m. and welcomed those in attendance.

II.	APPROVAL OF MINUTES – January 16, 2023 – Chair Gignac asked if there were any changes or additions to the January 16, 2023, Long Range Planning Committee minutes.  Bob Herbstritt moved to accept the January 16, 2023; minutes as presented, and the minutes were approved as written.

III.	GM Belknap Report – (See Attached Report)
GM Belknap’s report included updates on the Insurance & Roof, Bocce Courts, Tennis Courts, Pickleball Courts, the Pool Deck, the Storage Building, the Multi-Use Path, the Restaurant Renovation, FEMA reimbursement and the Fitness Center HVAC issue.  Discussion ensued on the insurance and roof inspection: GM Belknap explained that he and Dan Parker had a phone conference with Todd Denham from Jack Brown & Associates who inspected the roof on January 18^th and he is finishing his written report but told them – in his opinion -  the HGRD did not sustain 25% roof damage.  His plan, for insurance purposes, is to document the fact that our tile is no longer manufactured hence we cannot match the existing roof.  He admitted this approach will be scrutinized by the insurance company, but he will work with us to make that claim.  On a parallel track, Todd Denham is going to send GM Belknap a proposal to serve as our owner’s rep on the new roof replacement and will list their costs, scope of services, etc.  GM Belknap expects the proposal early next week. Chair Gignac asked if the areas of the roof would be prioritized and if the membrane would be replaced also.  GM Belknap stated yes to both questions.  

IV.	OLD BUSINESS – 
A.	Progress to date on Development of an Emergency Power Plan – (Beth Brucker/Bob Herbstritt)
Golf Maintenance Emergency Power Plan 
Bob Herbstritt explained that through Sourcewell he contacted Generac and will be receiving two prices on generators for the HGRD.  Bob is changing the scope of work to include a price for a diesel generator along with a liquid propane generator after speaking to John Cowgill.  Once he has the prices for the generators, he will change the scope of work in the proposal to the Board.  Chuck Miller asked if Bob Herbstritt had contacted Briggs & Stratton on their prices of generators.  Bob Herbstritt did not think that Briggs & Stratton has a commercial generator available.  Beth Brucker stated that at a recent HOA Board meeting, they decided to purchase a generator with an underground tank for the guard house.  The committee questioned why the HOA didn’t coordinate with the HGRD?  GM Belknap will get with Joyce Gillespie and send Bob Herbstritt the HOA generator vendor.

B.	Strategic Planning Survey Update and next steps – (Jeff Buxton)
Jeff Buxton stated that the Strategic Planning Survey closed in January and the top takeaway results and comments were presented to the Board of Supervisors and then posted to the HGRD website for residents to view.  Jeff also informed the committee that he has been working with the Facilities and Amenities Committee on the demographics side and has supplied the group with example Master Plans.  They are using the past strategic survey from 2014, the results of the current survey along with the recent restaurant survey and information that J.B. Belknap has.  They are also working on a utilization report for all the HGRD facilities such as card rooms, activity room, ballroom, and Fitness Center.  He is hoping to have a “white paper” report from the committee in the next few weeks for their unbiased input.  Supervisor Overs stated that the Green Committee is presently reviewing the resident comments regarding the golf course.  Jeff stated that he would put together a report on the other groups such as Bocce, Pickleball, etc. to give to the Long Range Planning Committee.  He said the Long Range Planning Committee needs to make a recommendation to the Board if they feel that additional courts for Bocce, Pickleball, or any other amenity before the June Budget meetings.

Discussion on the Capital Reserve Study “Club Benchmark”:  Discussion included: when would the final Benchmark Report be ready, can we update the report, can we adjust numbers and percentages in the report, and how often should the report be refreshed/redone. 

V.	NEW BUSINESS – 
A.	 Discussion of short and long-term plans for CLIS, Clubhouse, Golf Course – (Fred Gignac)
Chair Gignac wanted to bring up the discussion of putting together sub-committees for development of short and long-term plans for the CLIS, Clubhouse, and Golf Course on possible needs now and in the future.  He stated that the LRP Committee has not even met with Ryker to discuss the issues and plans for the CLIS system.

B.	Discussion on Storage Bldg. – Problem Solving Task Force Involvement – (Fred Gignac)
John Cowgill stated the Problem-Solving Task Force will be meeting on Friday, February 17^th to finalize a recommendation to the Board of Supervisors for their Monday, February 20^th meeting on which Design/Build method they feel the HGRD should proceed in regard to the Storage Building.  The cost of the building ranges from $400,000 to $700,000 for a 5,000 square foot building.  Some of these figures are four years old and most likely out of date.  Supervisor Young stated that the HGRD will have to compromise on bond projects in that some of the planned projects might fall off the table due to cost increases and importance.

VI.	NEXT MEETING DATE – Monday, March 27, 2023, at 9:00 a.m. via Zoom or Card Room C.  There is a possibility that 
the March meeting date could be changed to an earlier date – as soon as it is decided, the committee will be notified.

VII.	ADJOURNMENT - Chair Gignac adjourned the meeting at 10:15 a.m.

APPROVED:

Chair Fred Gignac 
Long Range Planning Committee
on March 13, 2023