Board Meetings Schedule, Minutes & Resolutions

Thursday, September 28, 2023, at 9:00 a.m. in Activities Room B
Zoom Details: https://us02web.zoom.us/j/9687107160
Meeting ID: 968 710 7160
Passcode: HgrdMeet1
Printable Version of the Agenda Available 7 days in advance of the meeting

This meeting is to discuss the District’s business. All Board Meetings are open to the public and the public is invited to attend. Any person requiring special accommodations at any of the meetings because of a disability or physical impairment should contact Herons Glen Recreation District at (239) 731-4501 at least five (5) calendar days before the meeting. If a person decides to appeal any decision made by the Herons Glen Recreation District concerning any matter considered at such meeting or hearing, (s)he will need a record of the proceedings, and that, for such purpose, (s)he may need to ensure that a verbatim record of the proceedings is made, which includes the testimony and evidence upon which the appeal is to be based.

Board Meeting Schedule

ALL DETAILS SUBJECT TO CHANGE

Regular Board Meeting
Thursday, September 28, 2023, at 9:00 a.m.
Activities Room B

Regular Board Meeting
Monday, October 16 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, October 30 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, November 20 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, December 11 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, January 15 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, February 5 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, February 19 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, March 4 at 9:00 a.m.
Card Room C

Meet the Candidates
Thursday, March 7 at 4:00 p.m.
Ballroom

HGRD Election Day
Tuesday, March 26
Card Room C

Regular Board Meeting
Wednesday, March 27 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, April 1 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, April 22 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, May 13 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, May 20 at 9:00 a.m.
Card Room C

Board Worskhops (Budget)
Monday, June 10 at 9:30 a.m.
Tuesday, June 11 at 9:30 a.m.
Wednesday, June 12 at 9:30 a.m.
TBD - Thursday, June 13 at 9:30 a.m.
Card Room C

Regular Board Meeting
Friday, June 14 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, July 15 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, August 19 at 9:00 a.m.
Card Room C

Regular Board Meeting
Monday, September 16 at 9:00 a.m.
Card Room C

Minutes for Regular Board Meetings

Click highlighted link to view:
 
  • January 9, 2023 - PDF | RTF
  • January 23, 2023 - PDF | RTF 
  • February 6, 2023 - PDF | RTF
  • February 20, 2023 - PDF | RTF
  • March 6, 2023 - PDF | RTF 
  • March 20, 2023 - PDF | RTF
  • April 3, 2023 - PDF | RTF
  • April 24, 2023, Mid-Year Review & Board Meeting - PDF | RTF
  • May 15, 2023 - PDF | RTF
  • June 16, 2023 - PDF
  • June 30, 2023 - PDF 
  • July 19, 2023 - PDF | RTF

2022 Regular Board Meeting Minutes 
2021 Regular Board Meeting Minutes
2020 Regular Board Meeting Agendas
2020 Regular Board Meeting Minutes

Minutes for Board Workshops

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2020 Board Workshop Agendas
2020 Board Workshop Minutes

Minutes for Special Board Meetings

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2022 Special Board Meeting Minutes
2021 Special Board Meeting Minutes
2020 Special Board Meeting Agendas
2020 Special Board Meeting Minutes

Minutes for Budget Meetings

Click highlighted link to view:

2020 Budget Meeting Agendas
2020 Budget Meeting Minutes

Motions

2023

January 9, 2023 Regular Board Meeting
  • Chair Young made a motion to approve GM Belknap’s request to have an independent analysis to assist the HGRD with the roofing issue and provide another option on the amount of damage to the roof not to exceed the amount of $3,000 in professional services. The analyst will inspect the fitness center as well. A report from the analyst will be provided on both facilities. Supervisor Polvinen seconded the motion. The motion was approved unanimously
January 23, 2023 Regular Board Meeting
  • Chair Young made a motion to approve appointing Peter Overs as the Board Representative for the Election and Lynn Brew as the Supervisor of Elections. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
  • Supervisor Overs made a motion to move forward with the proposal from RG Architects on the Restaurant development requirements. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
February 6, 2023 Regular Board Meeting
  • Chair Young made a motion to move forward with the purchase of furniture from Copperleaf not to exceed $60k and to secure Ray the Movers to move the furniture from Copperleaf to Herons Glen on April 3, 2023, with moving expenses not to exceed $10k. Funds are to be taken out of the bond. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
  • Chair Young made a motion to approve $20k from deferred maintenance for GM Belknap to authorize the expenditure of existing funds for the installation of littorals on the lakes bordering the golf course. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
February 20, 2023 Regular Board Meeting (Joint Meeting with Finance and Audit Committees and Auditors)
  • Supervisor Kulkoski made a motion to approve the audit. Vice-Chair Overs seconded: The motion was approved unanimously.
  • Supervisor Schwarz made a motion to have management prepare comparative statements in the annual financial report. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
  • Vice-Chair Overs moved to appoint the residents to the Elections Committee. Supervisor Schwarz seconded. The motion was approved unanimously.
March 6, 2023 Regular Board Meeting
  • Vice-Chair Overs motioned to approve the Restaurant layout and have RG Architecture to move forward with the plan. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
  • Chair Young motioned to move forward with the landscape and tree costs not to exceed $54K to be funded by the Golf Course Improvement Fund. Supervisor Polvinen seconded the motion. The motion was approved unanimously.
March 20, 2023 Regular Board Meeting
  • Supervisor Kulkoski made a motion to send the multi-use path bid package to Finance’s Bid-Oversight Committee once the Kayla section is pulled out with a max price of $180K. According to the set of plans, the project can start prior to the rainy season. This includes the exception, which is setting a date after the fact. Supervisor Polvinen seconded the motion. The motion was approved.
  • Chair Young made a motion to move forward with the installation of three generators, a concrete pad, an LP fuel for the Maintenance Building, plus two portable air conditioners for the Administration Office with funds from 2022-2023 Long Term Capital in an amount not to exceed $40,000.00. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
March 23, 2023 Special Board Meeting
  • There were no motions  presented at this meeting
April 3, 2023 Regular Board Meeting
  • Supervisor Kulkoski made a motion to keep the offices of Chair, Vice-Chair, and Treasurer from the previous year. Hearing no objections, Counsel Hart closed the nominations. The motion was approved unanimously.
  • Chair Young made a motion to move Bill Kulkoski to the position of Secretary and Karen Mars to the Assistant Secretary/Treasurer. Supervisor Schwarz seconded. The motion was approved unanimously.
The ORGANIZATION OF THE BOARD took place as follows:
  • Howard Young - Chair and Long-Range Planning Committee Liaison
  • Peter Overs - Vice-Chair Overs and Golf Committee Liaison
  • Jayne Schwarz – Treasurer and Finance Committee Liaison
  • Bill Kulkoski – Secretary and Problem-Solving Taskforce Liaison
  • Karen Mars - Assistant Treasurer/Secretary and Facilities & Amenities Committee Liaison.
  • Furthermore, Chair Young motioned that Supervisor Mars consider being a Liaison to the Media Resources Committee for the Bond project on Ballroom improvements and specifically to work with Karen Jessop. He asked that they look at the Ballroom update, bar area, and the three lobbies. Supervisor Mars agreed. Vice-Chair Overs seconded. The motion was approved unanimously.
  • Supervisor Mars made a motion to adopt Policies & Procedures minus the resident event’s charter. Vice-Chair Overs seconded. The motion was approved unanimously.
  • Supervisor Mars made a motion to send the Resident Events Charter back to the Policies & Procedures Committee. Vice-Chair Overs seconded. The motion was approved unanimously.
April 24, 2023 Mid Year Review and Board Meeting
  • Supervisor Kulkoski moved that a memorial plaque, not to exceed $500, be placed on the bridge in honor of Dorothy Klewicki. Vice-Chairs Overs moved that the Policies & Procedures Committee create criteria or guidelines for the subject. Supervisor Kulkoski seconded the motion. The motion to send this to the committee for guidelines was approved, and the motion to place a plaque on the bridge was tabled.
  • Vice-Chair Overs made a motion to pull $32k from the Golf Course Improvement Fund for shells and to increase the size of the nursery. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
  • Supervisor Kulkoski moved to submit proof of loss to the insurance company and to accept the payment that they provide for deposit. Chair Young seconded. The motion was approved unanimously.
  • Chair Young moved to accept the committee lists as provided by each Board Liaison. The Audit Committee was updated at the same time, and Vice-Chair Overs seconded. The motion was approved unanimously.
May 15, 2023
  • Supervisor Mars moved to approve the job description as written for Dan Parker. Vice-Chair Overs seconded. The motion was approved unanimously.
  • Chair Overs moved that the Board approve the Strategic Plan as written and requested that it be issued to the residents. Supervisor Schwarz seconded. The motion was unanimously approved.
  • Chair Young moved to go forward with the HGTA contract as described by Counsel Hart, seconded by Supervisor Mars. The motion was unanimously approved.

June 16, 2023
  • Vice-Chair Overs moved to add Joyce Forman as an alternate on the Long Range Planning Committee, and Supervisor Schwarz seconded. The motion was approved unanimously.
  • Supervisor Schwarz moved to approve the contract pending Counsel Hart’s review, with All-In-One Cleaning Services for housekeeping, Vice-Chair seconded. The motion was approved unanimously.
  • Supervisor Kulkoski moved to approve the recommendation for Resident Events Committee members shall have an opportunity to purchase tickets in advance 3 days before ticket sales being offered to the remainder of the community. Such advanced sales are not to exceed 10 tables. Vice-Chair seconded. The motion was approved unanimously.
  • Supervisor Mars made a motion to fill Resident Events Committee at the upcoming July 19, 2023, Board Meeting. Vice-Chair Overs seconded. The motion was approved unanimously.
  • Chair Young made a motion to change the new homeowner assessment from $4,000 to $4,500 effective October 1, 2023. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
  • Supervisor Mars made a motion to move the stone to the new garden area. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.
June 30, 2023
  • Chair Young made a motion that they move forward with the restaurant renovation not to exceed $1.3 including the premise that Stultz Construction provides guidelines for the performance of their subcontractors, a liquidation damages clause from Stultz Construction, and the Board receives an updated timeline with specific due dates. Vice Chair Overs seconded the motion. The motion was approved unanimously.
  • Supervisor Mars made a motion to move forward with the concept as presented by the decorator. Chair Young seconded the motion. The motion was approved unanimously.
July 19, 2023
  • Supervisor Mars moved that the Facilities & Amenities Committee be directed to create guidelines and a process to create a list of wants and needs that residents may consult if a resident wants to make a targeted monetary donation. Treasurer Schwarz seconded the motion. The motion was approved unanimously.
  • Treasurer Schwarz moved to approve the use of Legacy Furniture Refinishing for the Restaurant Furniture refinishing with the motion not to exceed $30k to be paid from Bond funds. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.
  • Vice Chair Overs made a motion to fill the four seats on the Resident Events Committee, Supervisor Mars announced the entire committee as follows: Gary Attalla, Nancy Attalla, Barbara Callaghan, Pat Crytser, John DiTusa, Denise Fell, Bonnie Gee, Candace Huetteman, Jean Perillo-Roman, Nancy Peters, Marla Pierce, Martie Shea, Cathy Styles, and Judith West. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.

Resolutions

  • 2023-01 Election - PDF | RTF
  • 2023-02 Restaurant Furniture - PDF | RTF 
  • 2023-03 Lake Banks - PDF | RTF
  • 2023-04 Amend Policies Procedures re: Election Procedures - PDF | RTF
  • 2023-05 Golf Course Improvement. Ratify - PDF | RTF
  • 2023-06 Vote Tabulation - PDF | RTF
  • 2023-07 Generators - Maintenance Bldg Long Term Capital  - PDF | RTF
  • 2023-08 Purchase Refrig, Sand, Salad Unit from Capital  - PDF | RTF
  • 2023-09 Fitness Center Equipment - PDF | RTF
  • 2023-10 Policies & Procedures - PDF 
  • 2023-11 Mainscape Irrigation Services -PDF | RTF
  • 2023-12 Notice of Public Hearing - PDF
  • 2023-13 Amend Policies Procedures re Tennis Association Fee - PDF | RTF
  • 2023-14 Northstar - PDF
  • 2023-15 Ratify Prior Board Actions - PDF | RTF
  • 2023-16 Amended Policy re Resale Capital Fee - PDF| RTF
  • 2023-17 Bond Counsel - PDF
  • 2023-18 Annual Budget - PDF
  • 2023-19 Annual Assessment - PDF
  • 2023-20 Clubhouse Roof - PDF