Board Meetings Schedule, Minutes & Resolutions

• February 22, 2021

2020 Board Workshop Agendas
2020 Board Workshop Minutes

• March 23, 2023 - PDF | RTF

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

• June 21-23, 2021
• June 20-22, 2022
• June 12-15, 2023
• June 10-12, 2024

2020 Budget Meeting Agendas
2020 Budget Meeting Minutes

2024

• Supervisor Kulkoski moved to approve Resolution 2024-01, Supervisor Mars seconded the motion, and the Resolution was approved as follows: A RESOLUTION CALLING AND FIXING AN ELECTION FOR TWO (2) MEMBERS OF THE BOARD OF SUPERVISORS OF THE HERONS GLEN RECREATION DISTRICT ON MARCH 26, 2024; DESIGNATING HOURS AND PLACE OF VOTING; PROVIDING FOR QUALIFICATIONS; AND OTHERWISE PROVIDING FOR THE HOLDING OF SAID ELECTION.
• Supervisor Mars made a motion to approve the recommendation from the Facilities & Amenities Committee that a form detailing a process to request the use of donated targeted funds be adopted. Vice-Chair Overs seconded the motion. Following discussion, the motion was unanimously approved and the form will be included in the Appendix of the Policy and Procedures manual. 
• Supervisor Mars made a motion to add Laurie Decker to the Resident Events Committee. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
• Supervisor Mars made a motion to appoint Lynn Brew as Supervisor of Elections. Supervisor Kulkoski seconded the motion. The motion passed unanimously.
• Supervisor Kulkoski made a motion to appoint Howard Young as the Board Representative to the election. Supervisor Mars seconded the motion. The motion passed unanimously.
• Governing Structure Chart – Vice-Chair Overs made a motion to accept the “Herons Glen Community Governing and Oversight Structure” document for the Recreation District’s portion only. Supervisor Mars seconded the motion. The motion passed unanimously.

• Finance Committee Chair Dennis Popp made a motion that the Finance Committee recommend to the Board to authorize Gulfshore Insurance to secure wind coverage for the clubhouse from Catalytic Insurance. This would include full limits wind coverage with a 5% deductible and the Board consider both the 12-month or longer coverage options offered. . David Brendsel seconded the motion. The motion was approved unanimously.
• Approve Ballroom Renovation ad hoc committee – Supervisor Mars moved that the following volunteers be approved as the Ballroom Renovation ad hoc Committee: Karen Jessop, David Muir, Trish Perry, Pat Clopton, Paul Koenig, Bob Hansford and Beth Brucker. Vice-Chair Overs seconded the motion. The motion was approved unanimously.

• Supervisor Schwarz made a motion to move forward with the proposal from Hole Montes, not to exceed $2,500. Vice Chair Overs seconded the motion. The motion was approved unanimously. GM Belknap will engage with Hole Montes immediately.
• Counsel Hart presented Resolution 2024-02 to the Board. Chair Young moved to approve Resolution 2024-02, Supervisor Mars seconded the motion, and the Resolution was approved as follows: A RESOLUTION CANCELING THE ELECTION FOR TWO MEMBERS OF THE BOARD OF SUPERVISORS OF HERONS GLEN RECREATION DISTRICT ON MARCH 26, 2024; ACCEPTING THE QUALIFICATION OF CANDIDATES PETER OVERS AND JAYNE SCHWARZ; DECLARING CANDIDATES PETER OVERS AND JAYNE SCHWARZ ELECTED TO THE POSITION OF SUPERVISOR FOR A TERM OF THREE YEARS COMMENCING APRIL 1, 2024. Lenny Prince interjected and stated that he disagreed with the motion, insisting that he does qualify because he is a Herons Glen resident over the age of 18 years living in the community for over 90 days, and that there would be legal action if his application was not accepted. Mr. Prince requested that the Board cease with the motion. Discussion of the charter took place and Mr. Hart explained the importance of where FL Law and Florida Election statutes apply. The motion was approved unanimously.
• Supervisor Mars moved to separate the two entities and continue with the volunteer appreciation event. Chair Young seconded the motion. The motion was approved unanimously.

February 19, 2024

• Supervisor Kulkoski made a motion to approve up to $6,500 to add 100 amp electric services in the Ballroom from the Bond Clubhouse improvements. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
• Vice-Chair Overs made a motion that we authorize our treasurer Jayne Schwarz to take action on the arbitrage subject and make adjustments where necessary. Chair Young seconded the motion. The motion was approved unanimously.
• Vice Chair Overs made a motion to add Bob Herbstritt to the Problem-Solving Committee. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.

• Supervisor Kulkoski made a motion to issue restaurant gift cards to all HGRD Board-appointed volunteers with the amount to be determined based on the 2024 budget for the event. Vice-Chair Overs seconded the motion. The motion was approved unanimously.

• The minutes from 03.04.2024 Regular Board Meeting were presented. Vice-Chair Overs mentioned that the following motion was missing and will be added as follows: Supervisor Kulkoski moved to issue restaurant gift cards to all HGRD Board-appointed volunteers with the amount to be determined based on the 2024 budget for the event. Vice-Chair Overs seconded the motion. The motion was approved unanimously. Chair Young moved to approve the minutes as amended from the Regular Board meetings on 03.04.2024. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.
• Chair Young moved that the amount of the volunteer appreciation gift cards be $30 for all Board-approved committee volunteers and the cards be sent by US Mail. Supervisor Mars seconded the motion. The motion was approved unanimously. Supervisor Mars moved that GM Belknap reach out to departmental managers for additional HGRD volunteers who are not members of a Board appointed committee that they feel should be acknowledged with a gift card. Vice-Chair Overs seconded the motion. The motion was approved unanimously. This list will be brought forth at the April 1st Board meeting for approval.
• Vice-Chair Overs moved to modify the LDO with respect to the storage containers at the maintenance facility and the modified bathroom facility at the driving range. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to offer Mr. Cacioppo a $500 stipend to look at our facilities and offer his thoughts and suggest companies to contact for the stage curtains, projectors, etc. Vice-Chair Overs seconded the motion and suggested that Mr. Cacioppo serve as a consultant in the future. The motion was approved unanimously.

• As the first order of business, Thomas Hart, Esq. gave the Oath of Office and swore in Peter Overs and Jayne Schwarz as members of the Board of Supervisors. Counsel Hart asked the Board for nominations for the Chair of the Board for the following year.
  Supervisor Kulkoski made a motion to keep the offices of Chair, Vice-Chair, Treasurer, Secretary, and Assistant Secretary/Treasurer from the previous year. Hearing no objections, Counsel Hart closed the nominations. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
• Vice-Chair Overs made a motion to approve a supplementary group of volunteers to receive a $30 gift card, this included the Golf Handicap Committee. The list was provided by management and fell within budget. Supervisor Kulkoski seconded. The motion was approved unanimously.

• Vice-Chair Overs moved to appoint Supervisor Schwarz as the Chair of the Auditor Selection Committee. Chair Young seconded the motion. The motion was approved unanimously.
• Vice-Chair Overs moved to approve the Audit Selection Committee Charter. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Chair Young moved to approve the Standing Committee members included in the handout provided. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
• The Board addressed the need to replace two Library Committee members, Janet Robinson and Irene Seiler. Supervisor Mars moved to approve the recommendation from the Library Committee to add Joyce Russell and Terry Rosen to the committee. Vice-Chair seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to adopt the Ballroom Renovation ad hoc Committee Charter. Vice-Chair seconded the motion. The motion was approved unanimously.

• Counsel Hart presented Resolution 2024-04 – Golf Maintenance Building to the Board: Supervisor Kulkoski moved to approve Resolution 2024-04, Supervisor Schwarz seconded the motion, noting that this does include the lift station, which is in the Denmark itemization and the Resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURES FROM 2020 BOND FUNDS FOR MAINTENANCE BUILDING AND STORAGE PROJECTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
• Vice-Chair Overs made a motion to approve Dennis Popp and Nicole Wilkin to serve on the Auditor Selection Committee. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.
• Vice-Chair Overs made a motion to adopt the Golf Handicap Charter. Supervisor Mars moved to amend the Charter as follows, by adding #5: The committee sunsets and members’ terms expire each year on April 30th. As well as #6: Committee members may apply for re-appointment to the committee. Chair Young seconded the motion as amended. The amended motion was approved unanimously.
• Vice-Chair Overs moved to keep the current committee of Patricia Amico, Mike Bickel, Tracy Chipman, Carol Moore, and Peggy Rabb. Supervisor Kulkoski seconded the motion. The motion was approved unanimously.
• Supervisor Kulkoski moved to pay a 6% downpayment to Innovar Structures for engineering documents on the storage containers. Supervisor Schwarz seconded the motion. Counsel Hart read the contract to the group. Chair Young wants to see the final agreement before the check is sent. Vice-Chair Overs stated that he is not comfortable spending public money without assurances. The motion was approved unanimously.
• Supervisor Mars made a motion to authorize Jim Ink to modify LDO, to include the lift station for the bathrooms at the driving range and needed photo metrics not to exceed $18K, with a date for submission to the county. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Based on the findings Vice-Chair Overs moved to reduce the fee charged to the Tennis Association this year to $4,000. Supervisor Schwarz seconded the motion. The motion was approved unanimously.

• Counsel Hart presented RESOLUTION NO. 2024-05 to the Board: Vice-Chair Overs moved to approve Resolution 2024-05, 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 MAINTENANCE BUILDING AND STORAGE PROJECTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
• Counsel Hart presented RESOLUTION NO. 2024-06 to the Board: Supervisor Schwarz moved to approve Resolution 2024-06, Supervisor Mars 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 MAINTENANCE BUILDING STORAGE AND DRIVING RANGE RESTROOM PROJECTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
• Supervisor Schwarz moved that the contract length for RFP for the Auditor Selection Committee starting in FY2025 be a contract of four-year fixed term plus 6 one-year options. Supervisor Mars seconded the motion. The motion was approved unanimously. 
• Supervisor Mars moved to adopt the Holiday and Special Event Decorating ad hoc Committee as presented. Supervisor Schwarz seconded the motion. The motion was approved unanimously. The committee is new and will be working with Wendy Shea and Janine Stepanich. 
• Supervisor Mars moved to adopt the Resident Events ad hoc Committee charter, as amended. The committee's Chairman Gary Attalla has been made aware of the proposed amended charter. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
  

• Vice-Chair Overs made a motion to adopt the preliminary budget. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Resolution 2024-08: Bond for Ballroom Improvements: Supervisor Kulkoski moved to approve Resolution 2024-08, Supervisor Mars 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 BALLROOM UPDATE AND EQUIPMENT; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
  Resolution 2024-09: Preliminary Budget Assessment: Chair Young moved to approve
• Resolution 2024-09, Vice-Chair Overs seconded the motion, and the resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING A PRELIMINARY BUDGET RELATING TO SPECIAL ASSESSMENTS TO BE LEVIED IN THE DISTRICT TO OPERATE AND MAINTAIN THE RECREATIONAL FACILITIES; STATING THE INTENTION TO USE CHAPTER 170 AND 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.
• Resolution 2024-10: Tax Roll for Operating Budget: Supervisor Kulkoski moved to approve Resolution 2024-10, Supervisor Mars seconded the motion, and the resolution was approved as follows: A RESOLUTION OF THE HERONS GLEN RECREATION DISTRICT APPROVING EXPENDITURE FROM 2023/2024 OPERATING BUDGET FOR PREPARATION OF DISTRICT’S ANNUAL SPECIAL ASSESSMENT ROLL; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE.
• Vice-Chair Overs made a motion to adopt the proposal for the Ballroom stage stairs presented by Denmark Construction, not to exceed $18k. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Motion to Approve Special Jayne Curry Showing with 500 seats available, booking and setup managed by the concert series provider. Vice-Chair Overs made a motion to approve the show. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to have management send an announcement to the residents that the Board has created a Holiday and Special Event Decorating ad hoc committee. Included in the announcement should be the committee charter and a notice that interested residents should use the link in the announcement to apply for the committee. The notice is to be sent before June 1st and should include a July 10th deadline for interested residents to respond. Vice-Chair Overs seconded the motion. The motion was approved unanimously.
• Vice Chair Overs made a motion to accept the attached policy. Supervisor Kulkoski seconded the motion. The motion was approved unanimously. 

• Supervisor Schwarz made a motion to approve the purchase of a 108” refrigeration unit for the ballroom bar with bond funds not to exceed $9,500, this includes the installation. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Schwarz made a motion to expend up to $10k from bond funds to purchase two new sinks with ice stations to replace the existing ones that are broken. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Schwarz made a motion to purchase aqua driving range targets from Aqua Greens not to exceed $28.4k from the Golf Course Improvement Fund. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Schwarz made a motion to purchase additional ThorGuard lightning detection equipment from the bond fund at the pickleball courts not to exceed $6.2k. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Mars made a motion to proceed with the renovation of the back end of the ballroom to eliminate one bar and to enlarge the remaining bar not to exceed $115,000 from the bond fund. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Supervisor Mars made a motion to add Brenda Stewart to the Library Committee. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Upon motion by Chair Young and seconded by Supervisor Kulkoski, the Herons Glen Recreation District Board of Supervisors hereby adopts the attached 10-year Capital and Deferred Maintenance Financial Plan. In adopting this plan, the Board is fully aware that it contains certain assumptions which are beyond the control of the District and therefore must be reviewed and revised as necessary on an annual basis at the time of the budget meetings held in June of each year. The motion was approved unanimously.
• Supervisor Schwarz made a motion to approve the Letter for Proposed Budget and Assessment. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Mars made a motion that we approve an update to the Policies & Procedures manual by adding the golf cart policy to it. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Supervisor Mars made a motion that the Rules & Regulations be amended to reflect the line concerning golf cart information. Supervisor Schwarz seconded the motion. The motion was approved unanimously.

• Supervisor Mars moved to amend the Holiday and Special Event Decorating Committee charter item #2 to state “ The committee consists of seven to nine Residents.” Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• The names of the volunteers for the Holiday and Special Event Decorating Committee were presented: Joann Brosnan, Tim Chalfin, Pat Crytser, Susan Gregor, Shirley Hrabar, Sherri Long, Martie Shea, Kathy Styles, and Judith West. Supervisor Schwarz moved to appoint all volunteers to the Holiday and Special Event Decorating Committee. Supervisor Mars seconded the motion. The motion was approved unanimously.

• Counsel Hart informed the Board that those accounts which were at least two-quarters past due could be put on the tax roll for the next year, thereby relieving the District of the responsibility for collecting the payments. If the owner is delinquent on their taxes, the Lee County tax collector could sell a tax certificate on the property. A concern was raised about the timing in which an owner is required to pay the annual assessment after previously being delinquent.Supervisor Kulkoski suggested that only those properties delinquent at the close of this fiscal year be added to the tax bill for this year, as is the practice used in past years.
  Supervisor Mars made a motion for any property equal to or greater than two-quarters past due on HGRD assessments during the fiscal year be placed on the next year’s tax roll. Supervisor Schwarz seconded the motion.
• Vice-Chair Overs called for the vote. The motion failed 3-2 with voting as follows: Chair Young, no; Vice-Chair Overs, no; Treasurer Schwarz, yes; Supervisor Kulkoski, no; Supervisor Mars, yes.
• Supervisor Kulkoski made a motion to amend Resolution 2024-16, by striking the words “during the current fiscal year” and replacing them with “at the close of the current fiscal year”. Chair Young seconded the motion.
• Vice-Chair Overs called for the vote. The motion passed 4-1 as follows; Chair Young, yes; Vice-Chair Overs, yes; Treasurer Schwarz, yes; Supervisor Kulkoski, yes; Supervisor Mars, no.
  Tom Hart will modify paragraph 5 of Resolution 2024-16 to reflect the adopted amendment.

• Supervisor Schwarz made a recommendation to the Board to contract Clifford, Larson & Allen, the current auditors, for a fixed four-year term with six one-year options. The committee also unanimously recommended a fixed fee of $37,800 for the fiscal year 2025 statements and pricing in CLA’s proposal for the fiscal year 2026--2028 statement. These fixed fee quotes were offered provided that there are no significant changes in the District's operations, no changes to the scope of the audit, accounting, and reporting, and that management meets all deadlines with timely and accurate data. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Schwarz moved to discharge the Auditor Selection ad hoc committee as its work had been completed. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Schwarz moved to appoint Susan Atkin, Dennis Deluca, Joe Dotolo, Mary Koenig, and Susan Wasserott to the Concert Series Selection Committee. Supervisor Mars seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved that snack be served at the bar free of charge. There was no second for the motion, therefor the motion fell to the floor without a vote. Chair Young made a motion that packaged snacks, such as those available in the Golf Shop, be available for a fee. Vice-Chair Overs seconded the motion. The motion passed unanimously.
• Vice-Chair Overs made a motion to accept the proposal from Acrisure on the property and casualty insurance for FY 2025 subject to the reduction of the deductible for ancillary properties for the remaining period of the contract. Chair Young seconded the motion. The motion was approved unanimously.
• Supervisor Kulkoski made a motion to approve the HGRD Goals and Objectives and have them placed on the District Transparency page of the District’s website. Supervisor Mars seconded the motion. The motion was approved unanimously.

• Vice Chair Overs moved to approve the BNT proposal of replacing 17 additional doors and 13 windows around the clubhouse for $206,000. Chair Young seconded the motion. After discussion, the motion was approved unanimously.

• Supervisor Mars moved to discharge the ballroom Ad Hoc Committee as it had completed its assigned tasks as described in its charter and have thank you emails sent to committee members on behalf of the Board. Vice Chair Overs seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to add Bob Paneck to the Media Resources Ad Hoc Committee. Vice Chair Overs seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to add Michele Lary, Stephanie Meierhofer, and Theresa Pipal to the Resident Events Ad Hoc Committee. Supervisor Schwarz seconded the motion. The motion was approved unanimously.
• Supervisor Mars moved to approve the Emergency Preparedness Plan as posted on the website with management to be responsible for maintaining and updating the plan annually. The plan update will be completed by June and presented to the Board for approval. Vice Chair Overs seconded the motion. The motion was approved unanimously.

• 2024-01 Election 
• 2024-02 Cancelation of HGRD Election and Meet the Candidates
• 2024- 03 was tabled at the first meeting in April
• 2024-04 Bond, Golf Course Improvement - Storage Projects
• 2024-05 Bond. Golf Course Improvement-Storage Projects
• 2024-06 Bond. Golf Course Improvement-Storage Projects
• 2024-07 - Intentionally left blank.
• 2024-08 Bond. Ball Room Improvements
• 2024-09 Prelim Budget. Assessment. Public Meeting
• 2024-10 PFM Group for Tax Roll.Operating
• 2024-11 Expenditures from Bond Funds
• 2024-12 Amend Policies Procedures re Golf Cart Tires
• 2024-13 - Amend Rules and Regulations re Golf Carts on Golf Course
• 2024-14 Capital Deferred Maintenance Model
• 2024-15 Annual Budget Final
• 2024-16 Annual Assessment
• 2024-17 CLA Auditors Operating
• 2024-18 Bond. Golf Course Improvement-Paths
• 2024-19 Declaration of State of Emergency
• 2024-20  Bond - Clubhouse Windows 
• 2024-21 Bond - Ball Room Improvements
• 2024-22 Strategic Plan

• 2023 Resolutions
• 2022 Resolutions 
• 2021 Resolutions 
• 2020 Resolutions