Minutes of the Pelican Preserve Committee Meeting February 9, 2017 Chairperson: Phil Mezey Vice Chairperson: Robert Geppert Committee Members Present: Nancy Hall - absent Nancy Olson Ronald DaPonte called via conference phone Management: Jason Olson and Sarah Mabrey Securitas: Bob French Residents: Gail and Don Schaffer and Wayne Paskey Staff Members: Diane Collins: Office Administrator 1. Call to Order/Roll Call 2:00 pm MOTION TO: Motion by: Second by: Discussion: Results: Approve giving Ron DaPonte voting rights during the meeting today via a conference call. None further 5/0 AIF 2. Approval of January 12, 2017 Minutes MOTION TO: Motion by: Second by: Discussion: Results: Approve January 12, 2017 Minutes. None further 6/0 AIF 3. Financials Update Nancy Olson stated that interest income is now being posted. Further, she noted that the budget records one-twelfth of each expense each month, but actual expenses are not incurred in that way so sometimes it takes time for the budget to catch up with the actual expenses. She pointed out that Gate Repair & Maintenance expenses are high because insurance reimbursements for damages to the gates have not as yet been recorded in the account. She also pointed out that neighborhood monument repairs were high and she requested that Castle Property Manager Jason Olson get an explanation for this over
budget situation. She announced that she, April White and Stephen Bloom will be meeting tomorrow with Jason Olson and Sarah Mabrey to review the controls that the Pelican Preserve Community Association (PPCA) has put in place for the expense reimbursements it receives from the CDD. She particularly wants to avoid in the future an expense backlog like the $90,000 going back to last February that occurred, but has now been cleared. John Grega suggested that in the meeting Nancy explore the possibility of using electronic funds transfer from the CDD to the PPCA to speed up the reimbursement process. 4. Association Manager Report and Securitas a. DwellingLive Report Bob French reviewed the issues with the startup of DwellingLive. He stated some of the authorization codes included in the letters were not successful due to technical glitches and at this time he no explanation for this issue. He stated the Castle Team is manually entering the codes when residents call in. He stated the staff at the Gate is also assisting with this manual process of entering the codes. He stated a solution is necessary to rectify this problem. He stated he is going to initiate a conference call. Phil Mezey stated the primary tutorial had issues when he attempted to open the document. He stated he received an Error 404. Bob French stated when the file was transferred over all the codes came through as permanent residents. He stated if a resident does not want a code listed as permanent then they must delete the code. He stated each resident needs to update their list for access. He stated when a resident registers on the DwellingLive system they should receive an email to confirm verification. b. Background Checks stated she spoke with three security gurus. She stated the feedback she received back from these experts was background checks do not provide any extra safety. She stated she would argue that currently there are enough security measures in place. Phil Mezey requested Jan to prepare a memo for the Board of Supervisors concerning her findings and recommending that the Board reconsider its requirement for security guards to have annual background checks. 5. Capital Reserve Study - Table 6. PPAC Charter Phil Mezey stated we are still waiting to hear from the District Counsel on this matter. Phil Mezey revisited his suggestion regarding setting terms for officers of the committee. The general consensus of the committee was leave it alone. 7. Bond Update Regarding Claim on Funds a. Final Lift on Pelican Preserve Blvd. Phil Mezey stated a memo from Nancy Hall regarding the Final Lift is included in your packet today. He stated the CDD approved the final lift for sections in front of Viadana and how to get it completed. Option 1 was to reach out to the Lee County vendors and see if they will be willing to honor the old prices and if not then go out for bids.
8. GSCDD Board Meeting Report see attachment Bob Geppert stated at the January 19, 2017 Board Meeting a motion was passed to authorize the Chair to execute any documents necessary for the contract with Extreme Divers for Pelican Preserve Lake Bank Restoration Project for Pond 27 at a cost of not to exceed $100,000. 9. Ponds Work Group Report see attachments Bob Geppert reviewed his meeting with Tiberio HOA. He stated the residents are interested in this drainage pilot project. This pilot is being done to prevent erosion on the pond banks. He stated that the Ponds Work Group is trying to work around the vendor s, Copeland Enterprises, request for a deposit. The City of Fort Myers also decided a permit was necessary which could cost approximately $2,000. He stated the contractor will be reimbursed by the District for the added cost. Bob Geppert reviewed the three-page report from Morris Riley concerning their inspection of the stormwater pipes in Cypress Grove Tract L. He stated the report revealed that several stormwater pipe runs are of concern and sediment found in the pipes necessitates cleaning and possible repair of the pipes. Once WCI has resolved these issues, the ponds in Cypress Grove Tract L ponds can be approved for conveyance from WCI to the CDD. Bob Geppert reported that the Morris Riley bid letting contract for Phase II aeration is in process. Bob Geppert reported that the Pond 27 restoration bid exceeded the Pond Group s expectations on cost. Extreme Divers has revised the cost down by 10 percent to $112,000. This is still $12,000 higher than the "not to exceed" amount of $100,000 approved by the Board for the project. The Group is working to reduce the bid to the amount approved by the Board. 10. Capital Assets Work Group Report stated the Facilities Operation and Maintenance Agreement between the Pelican Preserve Community Association (PPCA) and the CDD had been agreed to by representative of both parties. The agreement is scheduled to be presented to the GSCDD Board for its approval on February 16 meeting. 11. Safety and Security Work Group Report Phil Mezey reported the Traffic Control Agreement will be going before the GSCDD Board for its approval on February 16 meeting. He stated once the GSCDD Board approves the agreement then it goes to the City Council. When the City Council approves it the next step will be the Engineering Department from the City of Fort Myers will come to Pelican Preserve to check the sign situation. Once this process is completed the SSWG will meet with representatives of the Fort Myers Police Department and the Lee County Sheriff s Office to develop a traffic safety enforcement program. He stated without this agreement tickets can still be issued for reckless driving, but speed limit and stop sign violations can t
be enforced. He stated that law enforcement can also issue tickets to bicyclists. Phil Mezey made the committee aware of the possible future costs if the City decides to charge a fee for patrolling. He stated at this point in time the service is free. Phil Mezey stated the Traffic Study hopefully will begin next week and the contract is close to being ready. He stated that the study will review whether the shoulder lanes on Pelican Preserve Boulevard and Cypress Grove Drive should be exclusively for the use of bicycles or for both bicycle and golf carts. He stated that the speed limit after the bridge on Pelican Preserve Boulevard will be reviewed to see if it should be increased from 15 mph to 25 mph which would allow enforcement under the soon to be implemented Traffic Control Agreement. He stated the study will also be looking at the crossings including Cypress Grove Drive. Bob Geppert wanted to know why is the Traffic Study covering the Preserves. Phil Mezey stated for safety reasons. He stated bikes and golf carts are a potential hazard to walkers in the Preserve due to the narrow path and speeds of the vehicles. 12. CDD Job Descriptions stated the job descriptions were sent out to the committee members by Diane Collins. These job descriptions were approved at the February 2, 2017 Board Supervisor Board Meeting. 13. Gateway Meeting Attendance Schedule February 16 Phil Mezey March 2 March 16 Bob Geppert April 6 Ron DaPonte April 20 14. Committee Member Requests and Audience Comments Phil Mezey stated there are new issues on the conveyance in Tract L. He stated there was a diesel spill on the road by the vendor Sewer Viewer who works for WCI. He stated this event has been reported to Hazmat because it can cause damage to the road. The committee members reported the landscaping is not in good shape which is our responsibility. It was pointed out that anything being transferred from WCI to Pelican Preserve with dead plants, and no mulch which will cost Pelican Preserve money. The committee had further discussion regarding the access gates and what the cost and labor is for repairs. This was helpful regarding projections if an additional access gate is added. asked if Pelican Preserve could become a private community. Phil Mezey stated yes it can but it can take years to achieve. He stated there are bonds involved and the bonds are guaranteed for a certain number of years to protect the infrastructure. Sarah Mabrey commented on the various speed limit signs within the Pelican Preserve community. She stated currently there are 15, 20 and 30 MPH signs. She stated this is very confusing.
Wayne Paskey discussed the situation in Pelican Preserve regarding diesel spill and the EPA has become involved. The committee suggested he contact WCI. Gail Schafer commented on the Lennar takeover and wanted to know what changes to expect. Bob Geppert stated no changes have occurred at this time. 15. Next Meeting Date March 9, 2017 at 2 pm 16. Adjournment 3:20 p.m.