MINUTES OF MEETING LAKE ASHTON II
COMMUNITY DEVELOPMENT DISTRICT

The regular meeting of the Board of Supervisors of the Lake Ashton II Community Development District was held on Friday, November 19, 2021 at 9:21 a.m. at 6052 Pebble Beach Blvd., Winter Haven, FL.

Present and constituting a quorum were:

James (Jim) Mecsics Bob Zelazny
Mary Clark Colette McKie Angie Littlewood

Chairman
Vice Chairman Assistant Secretary Assistant Secretary Assistant Secretary

Also present were:

Jason Greenwood Sarah Sandy Mary Bosman Alan Rayl
Ron Lavoie

District Manager, GMS District Counsel, HGS Community Director Rayl Engineering Indigo Golf Partners

The following is a summary of the discussions and actions taken at the November 19, 2021 meeting.

FIRST ORDER OF BUSINESS	Roll Call and Pledge of Allegiance
Mr. Greenwood called the meeting to order at 9:21 a.m. and four Supervisors were in attendance constituting a quorum. The Board recited the pledge of allegiance.

SECOND ORDER OF BUSINESS	Approval of the Meeting Agenda
Mr. Greenwood: Our next item on this agenda, we have approval of the meeting agenda that was included in your agenda packet.
Mr. Mecsics: Discussion of recommendations of staff compensation. I wanted to go over the projects we're funding that we discussed before, as well as a discussion on

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the room rental company that we have working here and ratifying that so we can charge for the rentals.
Ms. Sandy: Add that to the bottom? Mr. Mecsics: Yes, please.
Mr. Greenwood: This second item that Jim mentioned, we've actually got that added in your agenda packet as item L, so if we do the project funding, we'll add that one afterwards. Does that work?
Mr. Mecsics: Yes.

THIRD ORDER OF BUSINESS	Public Comments on Specific Items
on the Agenda (the District Manager will read any questions or comments received from members of the public in advance of the meeting; we ask those members of the public wanting to address the Board directly first state his or her name and his or her address.)
Mr. Greenwood: The next item on our agenda we have the public comment, and this is specific to agenda items. I have a few items here that I have received from residents that they wish to be discussed and brought to the Board's attention. I can start with these, or do we want to open this up to the public first? I do have one request speaker form here, if you'd like to come up first. Is it Nolan?
Nolan Hake: I'm Nolan Hake. I live at 1213 Sawgrass Drive. I'm here to speak about the access path that we did on Sawgrass Drive to the cart path of the Southwest corner which is again Sawgrass. This is an access, as well as a safety and amenity and homeowner issue. The land for the path between Lot 768 and 769 has always been designated as owned by the golf course, which is now owned by all of us through COD II. This is obvious by looking at the Polk County Property Appraiser's website. Thanks to Lake Ashton master plan that's shown on their website and stated in brochures. Throughout the earlier phases of Lake Ashton's development and construction, cart path access was provided at many places between homes. This has been a precedent that the developer planned for and showed on the property planning documents and maps. We've already missed the opportunity to pave this path at the most immediate and lowest

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cost, while the houses are being built. This was discussed earlier, I even sent an email to COD 11, which was read at a meeting in March. There is no access to the golf course cart path for nearly 150 homes along Sawgrass, Oakmont, Riviera Court, and Colonial Court. The developer of Lake Ashton has planned a community with outside walking and with very narrow roads. As we all know, two vehicles can barely pass on these roads. Walking on the cart paths is much safer and provides access to the nature amenity of this community. Without the access path on the Southwest corner of Sawgrass Drive, the nearest access is at the HFC or by walking down Ashton Boulevard to the cart paths. None of these provide a safe way for walkers or golf cart riders looking for a quick access to the cart path. Human nature will result in golf carts and walkers coming through private property. But now as the final homes are built, this is only going to get worse. So for the safety of the residents, and access to the cart path amenity that we all pay for, I ask that the path be paved on the Southwest corner of Sawgrass Drive. Now is the time to solve the problem or it'll keep coming up every time there's a homeowners meeting. Thank you.
Mr. Greenwood: There's a couple of letters that I received that they wish management to read to the Board. The first one is from Paul Richards.
Paul Richards (1171 Sawgrass Drive): Dear COD II Board members. We can't attend Friday's meeting as we are out of town and we wish for management to read this letter at the Board meeting. We were in dismay to see the state's markings across the street from our home on 1171 Sawgrass Drive on the track of land between our neighbor's home, and we expressed to you at a previous meeting, we strongly opposed to this tract of land becoming a golf cart path and walking path. It's very dangerous, blind curves on the bottom of Sawgrass, where we have witnessed and almost been involved in head-on collisions over the 14 months since we first moved in. We see a number of people walking on the golf cart path and no one needs to exit at that point. Most people walk a greater distance or walk halfway and then turn around and walk back. No golfers play on the 10th hole, and then exit the golf course. We know that you have no control of what the salespeople tell potential home buyers, but we were all told repeatedly that this would never be a golf cart path, and that our lots were desirable because of the extra space. We all could have chosen other lots on Sawgrass had this not been misinformed. As a new home buyer, we have no idea of the COD Board existence to even ask the question.

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We understand that at least one person drove on someone else's lawn with the golf cart, that homeowner will not have that problem going forward since there is a house currently being built next to them. Some people in our neighborhood do not follow any rules. Speeding, dumping trash, and around the dumpsters, not cleaning after their pets, driving on their front lawns, taking lawn art, and nothing we do to supposedly make their lives easier to change that. We have talked to multiple walkers, golfers who'd also agree with us. Most recently, Duff, a former Board member, told us that in the last 10 years he has been here he has never thought that there should be a good reason for a path on Sawgrass. There's a major utility line in this track in the land, and this will need to be moved, or if not, the path will have to be removed to enable access. Our money needs to go for more important things in the infrastructure of Lake Ashton."
Mr. Greenwood: That concludes Mr. Richards' discussion points that he had. The next one that I had was a Ms. Sandy Hockenberry and it was titled with :The easement of Sawgrass Drive between 1178 and 1174."
Sandy Hockenberry (1178 Sawgrass Drive): Dear Lake Ashton II Board members. This letter is regarding the proposed cart path and walking path between our home at 1178 and 1174 Sawgrass Drive. We strongly oppose the proposed cart path walking path due to the following reasons. Non-disclosure; the possibility of a proposed cart path, walking path has not disclosed when we purchased our properties. We were told there was an easement which was desirable to the property owners and it would be added additional space between 1178 and 1174. Had we had known about their proposed cart path, walking path, we may have chosen an alternative lot. Resale; believe that the cart path, walking path will decrease the property value and decrease the number of interested parties to purchase our home. Privacy; additional traffic near our homes infringes on our privacy. Hockenberry family at 1178 have bedroom and bathroom windows facing the proposed cart path and walking path. The Richards at 1171 will be impacted by headlights shining directly into their living room and front bedroom. Next item, potential property damage. Where two carts meet at the proposed cart path, one would be forced to enter the homeowner at 1178 and 1174 property, which would mean potentially causing damage to the landscaping. Safety; our driveway entry is very close to the proposed cart path, walking path and entered onto Sawgrass backing up of any of the driveway so close

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to the proposed cart path, walking path could pose a hazard to both carts driving, walking, as well as the homeowners. Additionally, Sawgrass makes a 45-degree turn, 50 feet from the proposed cart path, walking path the sign causing a hazard. Working in the side yard of 1178 or 1174 could be extremely dangerous for the golf carts whizzing past. The CDD needs to be careful considering of the many safety issues and legal liability in the event that an accident occurs. As a group whose properties and values of the homes may be impacted. We respectfully ask this project should not be approved. Thank you for your time and consideration.
Mr. Mecsics: Any other comments?
Mr. Greenwood: No other comments we received had to be read out to the record. Mr. Mecsics: Again, one more.
Mr. Greenwood: Name and address?
Ginger Cutesy (1210 Sawgrass Drive): My name is Ginger Cutesy, I live at 1210 Sawgrass Drive, which is lot 760, which is at the very East end as you enter the cul-de­ sac. I'm speaking with regards to item BF on the agenda regarding Sawgrass cart paths. My house is at the 11th tee where the cart path turns 90 degrees heading towards the farm. The closest entry point to the cart path behind Sawgrass is at Ashton Boulevard or the HFC. The neighborhood of Sawgrass, Oakmont, Riviera, and Colonial, commonly known as CLOS, has a total of 147 homes. By the time a great majority of these residents enter the cart path, they will have traveled a good distance. Now, this is only if they do not trespass on private property. Due to the loss of vacant lots and an entry to the cart path from Sawgrass, my property on both sides has been used by golfers, dog walkers, and golf carts to access the path. This is irresponsible, disrespectful, and rude, which in addition destroys my lawn, not to mention that it is a crime under Florida statute 810.09. In order to prevent trespassing, signs were placed on my property, stating this is not public access to the cart path. Since then, walkers have passed over the signs on the way to Sawgrass from the path. A few days after thee-blast came out regarding trespassing, a golf cart entered the path through my property. Others have driven through my front yard to get to the side yard, to get to the path. At this moment as I am typing, a woman is walking through my property with her dog. Due to the lack of respect for private property of others, signs and e-blast do not affect some residents. A solution to stop residents from

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trespassing on private property and for others not to have to walk and/or drive their carts a long distance to access the cart path begins with the construction of the entry from Sawgrass that has been and is on the plans. Thank you.
Carol Corley (1053 Sawgrass): I would just like to say that I support the cart path. My first six months living in Lake Ashton I lived on Berwick Drive, directly next to a cart path. There was never a single mention as to why I'm going across. Everybody was respectful, but we knew that there was a place to get through the area and I think that's what's needed on Sawgrass, these people are behaving badly is because there's no way to get off. So I just wanted to say I support it and there were never any problems on the cart path in Berwick.
Mr. Mecsics: Thank you Carol. Any other public comments? Okay. Let me just add at this time that our Zoom capability is down.

FOURTH ORDER OF BUSINESS	Approval of Minutes of the October 15,
2021 Board of Supervisors Meeting
Mr. Mecsics: Approval of the minutes of the October 15, 2021 Board of Supervisor meeting.
Ms. Littlewood: I've got a question. Now is this just the synopsis, or did we agree to do that?
Ms. Sandy: I think it was because the audio was really bad.
Mr. Mecsics: We're just supposed do a synopsis on that one and then we were going to verbatim.
Mr. Greenwood: Just to add to that, if the recording was ever requested, we can get that for you, Angela. We can provide it to you. If you think you can find out a little bit more, in that if there is a part of the meeting where you say "Can I get that recording?" I can get that for you. All right?
Mr. Mecsics: Okay.

On MOTION by Ms. McKie, seconded by Ms. Littlewood, with all in favor, the Minutes of the October 15, 2021 Board of Supervisors Meeting, were approved.

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FIFTH ORDER OF BUSINESS	Golf Course Update from Indigo Golf
Mr. Mecsics: Next are the golf course updates.
Mr. Lavoie: I'm alone today, Brian is off, he is in Phoenix, but he was at Pinehurst. He was bragging about it, while he was going there. He told me it was 33 degrees when he teed off. But anyway, synopsis hearing the financials for the end of the year, October at the golf course. But anyway, total revenue was 1.9 million, of that, 1.345 million was membership. You played 52,000 rounds which is very busy for a private facility. Direct labor was $743,626, which for a private club, is pretty low, but that's also because of 600 private carts. There's a lot of people that you don't have to hire. Total maintenance was
$385,921 and the labor for maintenance is $424,324, so we're spending right around
$800,000 to maintain the golf course, and I think as everybody here has seen it is in pretty good shape for that money. I want to break this down, but the EBITDAR before the rent was $114,000 and then the EBITDA with the rent is $90,910. Just to break it down and make it really simple. Well, basically, revenues were about $5,200 a day. In controllable expenses, we spent about $4,961 a day, so I'm managing $249 in the budget every day. When David comes in and tells me that the pump went or something like that, that day is gone. But the reality is that at the bottom of that sheet you have all the other expenses and below the line expenses which are things that were not in the budget like lawyer fees and engineering fees or anything like that. Basically, I'm managing $99 a day, so when people come up and ask for things, "Can we do this, we can do that?" I'm always hesitant because it's $99 a day. I think the number one goal was pretty clear here is that we don't want anybody not living in a house on the west that will have to pay for the golf course. That's what I'm tasked with and that's what I do, but just so you see, that $99 a day cuts it pretty close. Other than that, it was a very good year considering where we were at. Again, I'd like to thank the entire staff for what they did going through the COVID crisis, Vicky especially upstairs where she was down to four people and still managed to get through. David, we are now interviewing on Tuesday, a fourth mechanic and hopefully that will last, but again, the staff was just incredible with what they had to deal with and go through for the entire year. If there's any questions on that part of the budget or about membership, we're expanding it this year. As of right now and we have $61,000 ahead for a year through yesterday. October was a little bit behind, we put in $109,000 and last

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October it was a $115,000. The difference was really July. This year we took in $70,000, last July we took in $22,000 so there was a big push there. But so far, we've taken in 1.37 versus 1.247 last year. The potential is if we hit the same numbers from November through June, basically, that we've hit last year, we're going from 609 members to 681 members. Again, that doesn't include what we don't know which is the houses and how many people will take advantage of the free golf and how many don't. Even Matt has said that it's not the same golf course even when he showed up five years ago. It's so much busier and friends to the north, they're here in droves, which is great. The six-month membership that we did away with, the Canadians are now coming down to play and we prorate it so it comes about the same. However, we probably picked up about $16,000 by getting rid of that, for everybody else paying the regular fee. Other than that everything seems to be going pretty good like that. David's pretty close to full on his staff because of some people that we hired from within our gates. For upstairs with Vicky we probably only need one or two more people and as you know, karaoke came back, Trivia still seems to be strong, but things are going pretty good out there. All right, that's it, everything is going good at the club.
Mr. Mecsics: Any questions?
Mr. Zelazny: Not necessarily a question, but it's appropriate at this time I provided everyone a copy of the service contract with Indigo, which talks about the performance criteria. You'll receive the survey at the last Board meeting. Anyway, so this is the breakdown. When you use the statistics that are given, and we do it based on EBITDA, which we were showing earnings of $106,000, they're entitled to a 15% incentive fee or a sender fee of $16,042.95. Again, all the figures are here. You have the full survey results of the last Board meeting. If any of you have any questions, I'll be more than happy to answer them. Otherwise, I would ask that you approve the expenditure of $16,000. It is already in their budget, so I would request that you approve that incentive pay. Yes, ma'am?
Ms. McKie: I just want to make it clear for everyone that it's in their budget. It's not
coming out of CDD money.
Mr. Zelazny: No, strictly in the golf course budget. I know there's a question because it shows a figure of $106,000, but what we have done so that we can keep track

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of it, if it wasn't in their budget, and we decided we wanted them to fix it like the new elevator in Eagle's Nest and some of those other capital projects cart paths and things like that and some of the new equipment. We have done that below the line so that it doesn't impact because it wasn't asked to be done and it's been added. It shows $106,000 profit over the budget. But out of that is about $60,000 in stuff that we requested them to do for us. Then there is a lot of money that's in the bank, going towards next year's budget.
Ms. McKie: Some people might not understand what below the line means. Could you explain everything for folks who are listening?
Mr. Zelazny: When we approved the budget of $1.9 million how to run the golf course, that was to operate the golf course. Then as we discussed as a Board, if there's anything that we can ask the golf course to pay for to reduce the cost, it's not in the budget. We put it against their accounts, so it's a below the line expense. If you want a print out of what those are, Ron and Brian can give it to you. But primarily it's like the elevator and some of the other capital projects, the cart paths and things like that that they've been funding.

On MOTION by Mr. Mecsics, seconded by Mr. Zelazny, with all in favor, the 15% Incentive of $16,042.95 for Indigo Golf, was approved.

Mr. Zelazny: Again, from my perspective, as the Board representative, you and your staff are doing an incredible job and it is greatly appreciated by all of the golfers here without exception.
Mr. Lavoie: Thanks. I look forward now that we have a year under our belt and I know what goes on around here. Hopefully, next year will be a better year.
Mr. Zelazny: We had purposely not made a number of improvements because the Board agreed that we will not do anything unless we have one year under our belt, but now we have one year of expenses, we are going to build a better budget, we can look to do some of those things that we'd like to do like landscaping and some other stuff. But we purposely didn't do a lot of that stuff this year because we needed to get to a one-year understanding of what it costs.

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SIXTH ORDER OF BUSINESS	Engineering Staff Report
A. Consideration of Quote for Grading Driving Range
Mr. Mecsics: Thank you. In Engineering, Alan.
Mr. Rayl: Thank you. We have passed out to the Board this morning, some quotes we received for various repairs and for acting on the Board. The first is the repairs at the golf cart path behind the golf course driving range where the cart path has erosion that's occurring where it runs off from the driving range, it spills over both the block wall there across the cart path and the waterfalls which gave us concern. We created a plan to repair that. We had a responsive bid from Suarez Grading which has done work in the community before. They did work for CDD I on the volume of drainage repairs in that intersection. Their bid for plans to repair the cart path behind the driving range totaled
$31,749. I recommend to the Board that we engage them for that work.
Ms. Littlewood: You said that we needed some kind of repair. I think we should look at it. Could we get that done at the same time? That way it would cost less money?
Mr. Rayl: I can guarantee it won't cost less money. I know they have the ability to do other things actually that gate that was put in for access down behind the cart barn, they did a great job with it, we could ask them to take a look at that.
Ms. Littlewood: Let me just rephase that. When I say it will cost us less money I mean, it will save us to do it all at one time.
Mr. Rayl: I don't see how it would, they have concrete guys who just go around
and do all of the concrete.
Ms. McKie: Is building the fence, something that the golf cart maintenance department can do?
Mr. Zelazny: No. It's a major project to build, to rebuild the fence, unfortunately.

On MOTION by Ms. McKie, seconded by Mr. Zelazny, with all in favor, the Proposal from Suarez Grading for a Not-To­ Exceed Amount of $32,000 for Cart Path Repairs, was approved.

Mr. Rayl: Next, we had identified in the community additional areas for repair along the curve and pavement area. And we identified seven locations where they were, the worst of the worst. We requested bids for those and we received three bids from

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contractors that work in the area. Quality Asphalt had a bid of $39,340. Tucker Paving with a bid of $26,981.93. SNS Contracting, which is the majority of recent repairs, submitted a bid for $19,842.50. All three bids were positive, they're all qualified to do the work. For your consideration, we would recommend the SNS bid of $19,842.50 if you decide to go forward with this.
Ms. McKie: We also discussed the pothole and baby pothole and that was not added.
Mr. Mecsics: Can we modify the motion to increase the cost by a few thousand dollars and no more than $2,000 to repair two potholes?
Mr. Rayl: What I was going to request was separately with a not to exceed number. I can go get quotes to have that repaired. I haven't seen the baby pothole yet. But I have a feeling $1,000 probably won't cover all of that work. I'm working with these areas. I would like to do that separately from the SNS bid.
Ms. Littlewood: In this quote, help me understand this. It said, SNS contracting reserves the right to increase in quantities of 10% less than proposed for the proposed work. Does this mean they can charge us more? Is that right?
Mr. Mecsics: It sounds like legalese allowing the contractor to penalize us.
Mr. Rayl: Yeah. Sometimes you will see that they have to pay for some of the concrete that they load, so it will cost them money. I think that is what they are trying to do is cover their short load fee. This is a standard condition that they have.

On MOTION by Ms. Clark, seconded by Mr. Zelazny, with all in favor, the Proposal from SNS Contracting for Road Repairs, was approved.

Mr. Rayl: We have a pothole and a baby pothole problem. This was identified in the 2019 inventory report. Back then it was just identified as something pavement and those related issues causing that. It was kind of a standalone issue. It has deteriorated since. There is a 1-foot diameter pothole now where you can this. There is an adjacent pothole near it that we need to look at. I recommend that we repair this due to it being a high traffic area and road where you are increasing speed where it is right in the wheel path. In that amount of time we haven't really had the opportunity to get numbers from

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contractors and a request to authorize a not-to-exceed $4,000 to contractors to make the repair.

On MOTION by Ms. Clark, seconded by Mr. Zelazny, with all in favor, the Not-To-Exceed Amount of $4,000 for Pothole Repairs, was approved.

Mr. Rayl: We also have bids to repair the three flumes on 15 North. It is north of Pebble Beach cul-de-sac. The three flumes come off the cart path overtime it has broken off and slipped down into the pond and continued to deteriorate. We did get a quote from a contractor to repair those The method of repair is we would be coming back with more concrete. It spreads apart in a honeycomb pattern. They are very commonly used for parking areas as water flows through them. This was more cost effective than concrete repair. The SNS contracting quote for that work for $20,345. I haven't seen that these areas are aggressively continuing to fail further. It is up to the Board as far as timing on that. I wouldn't say it is a safety issue.
Mr. Zelazny: Alan, could I ask you, on the bid, the two other flumes there that are of concern, that probably have the higher concern at least the one on the second hole is of higher concern because it is actually in play. If we are going to put in for these flumes to be repaired, can we look at the second hole and the fifth hole by the tee box? Those are the only two remaining ones that are experiencing some kind of structural issue.
Mr. Rayl: We did an assessment and create a report based on that and we grouped these three together because they are together. They are all in that same pond.
Mr. Zelazny: I think from a playability view, from the golf course and safety, the
one on number 2 is significant because it has eroded significantly since the last time you and I went out a year ago. So if you could include that. The one on five is out of play but that's the one that's on the curve. It probably just needs to be crushed. But the one on two seems to be undermining almost all the way into the cart path now. As a matter of fact, it's lost the last two sections already.
Mr. Rayl: The preference would be maybe to hold off on these three. I will bring them back. The last item I have is, we will finally look to install a system for hole number
6. Some of the constraints back there and where it is appraised at, we don't have a whole

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lot of options. It is 75-feet back from a water body or water source, five feet from property lines. There is a little window of space there that potentially could work. He is overdue on getting us his quote probably because it's a head-scratcher. We sent an email yesterday but got an out of office response. We have that as a tailback. It does come with some other challenges.
Ms. McKie: It is enlightening that the area that we have to work with is very small and like Alan said, there's a burn behind it that would have to be modified and stabilized. The company that came out is the only one that will consider doing the work. We contacted other people and they said, "Heck, no," and other people, other companies are not interested. One of the things that he brought up is with the septic tank, there are filters and the filters would need to be changed by the golf course. Also, the pump-out trucks are large trucks and there is no room for them to come in close, they have to stay in the cul-de-sac there, and hopefully, their hoses would reach. Hoses would have to go between houses to get there to be able to pump it out once or twice a year. It depends on the amount of usage. It is a challenge and the company would have to take measures to make it work and the golf course would have to help in regards to maintaining and keeping the filters. As you're on the cart path leaving hole 5 west green, and if you go right by houses, very close to where houses are and there's all of the bushes on the right. Then that's the burn and all of those trees were planted there. They talked about possibly having to remove some and then replant something if we would choose to because right beyond those bushes is a chain-link fence to the other community.
Mr. Mecsics: This is the area.
Ms. McKie: Where the bathroom is. The only place because of the 75-foot requirement from the pond pump area, it would be on the right-hand side of the cart path between the cart path and where those trees are planted.
Mr. Mecsics: Is there anything else?
Mr. Rayl: We had a discussion in the workshop about the investment from contactors about making some localized repairs at Lake Ashton. My understanding of the Board is to use that as a budget number based on making those repairs more important in the spring.

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Mr. Zelazny: Let me defer to Collette, as the road person. Do you recommend that we hold back on that or we move forward on the repairs? For Ashton Club Boulevard?
Ms. McKie: I can't speak for the engineering, however, it seems to me that if you go ahead and make the repairs, and then there is damage, we will have to explain to the residents that we shouldn't have done it. I wonder about being cautious and waiting until we wouldn't have to do that.
Mr. Zelazny: We meet again in January.
Ms. McKie: We can see where we are as far as the building and we can tell that just by driving around where they are and the ones being built.
Mr. Mecsics: Anything else, Alan?
Mr. Rayl: Just one last thing, if it comes up later in the agenda, I have to leave. The tract in Sawgrass, there is a utility line in there. It is an 8-inch bar. It is in a steel casing. You do that in anticipation of going back to repair that line. You pull it out of the end, you don't have to dig in that area. You locate the end of it, and pull that line out. That is how that line was installed. A 16-inch steel casing in that easement or tract. That tract is covered by a total 20-foot-wide utility easement. That is probably because of the size of the casing. There is a 16-inch steel casing. Inside of that is an 8-inch line. It is in the 10- foot tract. On the lots adjacent to it, there is a 5-foot utility easement on those lots. You have 10, 5 and 5 so 20 altogether. I just wanted to make sure everyone understood that. You may have seen a long black pipe with a blue stripe laid on the shoulder of the road. They drill that thing hundreds of feet into the ground.
Ms. McKie: Based on the letters that we received about the Sawgrass cart path, there was concern about there being piping under the ground there. I asked Alan to look into that and he did with very little notice. He said the piping in any of the easements would not be an issue in regards to installing the cart path there.
Mr. Rayl: Correct. That puts onto the 12-inch line that is on the southside of 653 and is a primary for that area.
Mr. Mecsics: Thank you. Anything else? Mr. Rayl: No sir.
Mr. Mecsics: Alan, I know you had to be done by 10:30. Anything else engineering we will contact you about.

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Mr. Zelazny: On item F, which is the cart path on Sawgrass, can we move that up so we can discuss it before Alan leaves?
Mr. Mecsics: Sure. We can do that.

EIGHTH ORDER OF BUSINESS	New Business
F. Discussion Regarding Sawgrass Cart Path (requested by Supervisor McKie) *This item was taken out of order
Ms. Clark: I had a question that is probably an engineering question regarding the Sawgrass cart path. The grading on those two plat pieces of property, one is significantly higher than the other. How would that be addressed should a cart path be approved to go through there?
Mr. Rayl: The CDD has a 10-foot-wide tract and the typical cart path is 6-feet wide. There is some room for transition. It would be something moving forward that we would want to make sure it is graded appropriately between the lot and the path.
Ms. Clark: It is visually significant. The other question that I had is if the cart path were to go in in that area, it would meet the exiting cart path at a 90-degree angle. How would be address that without infringing on the property lines. The one thing I don't want to have happen should it go through is that golf carts don't make a 90-degree turn. They need that ability to make their way through it. It is very tight and narrow there.
Mr. Rayl: The way that tract is set up and the way the existing cart path is constructed, they go 6-feet wide there and there is the ability to make a turn left from the perpendicular cart path to the running cart path and the golf hole without having to get off the cart path. You can't do it at 20 mph, you have to go about it at an appropriate speed. You're right, there is only a 10-foot tract and a 6-foot cart path.
Mr. Zelazny: I understand your concern but we've just completed the cart path on Pebble Beach to cart path there. We actually have six cart paths that come into golf cart paths at 90 degrees. To my knowledge, there isn't a significant issue with people cutting those corners. \f\/here they cut the corners, it's where the sidewalk is, and that is curved, because, like Alan says, that's a 20-mph curve. It doesn't seem that where the cart paths come into the golf course at a 90-degree angle. Like I said, we had six holes like that, we have not had that particular issue. To other point that Mary said, is that the elevation change in the back, of the golf course, is significant. lfwe put a six-foot concrete sidewalk,

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it's going to take nature retooling if you will, of the elevation both on the top side and the bottom side. When the houses were being built, I think every golfer and I said "Oh, my gosh, that house is going to be underwater all the time." If we add a cart path to it, if we hadn't figured out how we're going to do it responsibly so we don't add to the flooding conditions on the one home, we would do that.
Ms. Littlewood I just is a question, why did he need to come back there?
Mr. Zelazny: I will tell you, the gentleman who spoke in favor of that was very articulate. The people that I've talked to, like walkers, and bike riders, wanted it in the cul­ de-sac, because that's the only way they could get to the cart path without going to the HFC to access the network. Golfers prefer it because they can enter the golf course there, then only go 100 yards to the 11th hole. Or when they get done at the 10th hole, they can access without going a couple hundred yards. So for them the golf course itself, would like to have it for access for their small vehicles to get out to certain locations a little bit quicker. I would say that the people that I have heard that are against it, are people that are to the left and right of it, and directly across. I would tell you that the likelihood that somebody's headlights on the golf course pulling into their house is very, very small. Nobody's out at dark driving their golf cart at that time, and the lights aren't that bright. The likelihood of two carts meeting on that SO-foot little section of sidewalk, again, is very minimal. You stop at the side before anybody pulls in, then you make the turn. I can certainly, appreciate the privacy aspect and the fact that the builder might not have properly explained the land between them. If we are looking to meet requirements or the requests of the majority, appear to be the majority of the residents, we should look at it seriously as an option. Having said all that, I don't think we should do anything until such time to figure out how much it's going to cost us to do the elevation changing. The cart path on 5 was 4250. This one is the same distance I think , but the other one we just dug up is different. This is going to be major landscaping and elevation changing.
Mr. Rayl: But there are also some boxes.
Mr. Zelazny: I think it's pretty significantly more expensive, and at this time, until we go through the capital budget, the capital projects list that we have to talk about later I think we should do more research. I think we should get the quotes to figure out how much it's going to cost us, so that we can at some later time, put it on this. I wouldn't say

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you shouldn't do it. I'm just saying the important thing's how much it's going to cost us to do that. What's the impact to the neighbors on the left, and right?
Ms. McKie: All of those houses, across from the lift station, are now in progress. I understand that trespassing is not an issue for the CDD. However, they were told the incidents in regards to the cart path that we just finished, where residents, their words and their actions, were based on getting what they want when they want it. It caused some issues. But the thing is we have some very passionate people, and my concern is that if a person decides to trespass, to get to a cart path, they've already decided to ignore common courtesy and private property. If a homeowner comes out and confronts them, my concern is of what might happen. For me it's almost more of a moral question rather than a logistic or an engineering question. I don't want to be responsible for somebody being hurt, because we decided not to go with the cart path. Will the cart path solve all of the problem? No, but it takes away the excuse that people have to say, "Well, I've got to walk all of that way or all this way, and I'm just going to come through the yard." That's my personal concern because of some incidents that happened just as he said.
Mr. Mecsics: I think what we're getting at here, we don't have a motion yet, and if we don't have a motion, it's because one, we need to maybe take a little bit further of a look of how much it is going to cost at this time. We can't stop trespassing. Unless we have a motion, I don't see any further action to be taken.
Mr. Zelazny: I'd like to advise to the Board and the Engineer to acquire that information for the next Board meeting, so that we can bring back the information and make a decision on it.
Ms. Clark: Can I ask a quick question? Mr. Mecsics: Yes.
Ms. Clark: My quick question is, is there another easement on that stretch of Sawgrass?
Mr. Mecsics: That's the only easement on that below that plat. It's actually a tract. Ms. McKie: They own the land. I understand about the traffic. Coming off the short connecter that we recently added in which people are going fast, and they may not see each other. I will take on talking to residents. I understand that it is not a CDD problem. Like for me, it's a moral issue. If we are doing something and then there are issues with

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them, I don't know whether it's possible. Jason, can you make sure this is on the next meeting agenda?
Mr. Greenwood: Absolutely. I will add that as an agenda discussion item.

Ratification of Joint Letter from Hopping, Green & Sams and Kutak Rock, LLP Regarding District Counsel Representation
*This item was taken out of order
Ms. Sandy: I sent the Board an email on this, so I'll just briefly explain again for the audience and happy to answer any questions on this. As I said in my email the special District practice group from Hopping Green and Sams has transitioned effort to Kutak Rock. Effective Monday of this week, and the letter that is in the agenda as it states to gives the Board options on whether to transition with us to Kutak Rock. Hopping Green & Sams will no longer be providing legal services for special Districts, so it's not an option to stay with them; so the alternative would be to seek other legal services. We are very happy that the Board at this time has decided to transition with us of course at any time the Board can seek other services as well.

On MOTION by Mr. Mecsics, seconded by Mr. Zelazny, with all in favor, the Joint Letter from Hopping, Green & Sams and Kutak Rock, LLP Regarding District Counsel Representation, was ratified.

Public Hearing on Chapter Ill Rules: Fees for Use of District's Facilities and Services of the District
Mr. Greenwood: Well, at this point we just want to have a brief discussion, then what we can do is open this up for public comment. We can do it either which way, we can open this up for public comment at this point, and then the Board can have their discussion. We'll do it that way. We're ready, do I have a motion to open the public hearing?

On MOTION by Mr. Mecsics, seconded by Ms. McKie, with all
in favor, Opening the Public Hearing, was approved.

November 19, 2021	Lake Ashton II CDD

Consideration of Resolution 2022-05 Adopting Amended Rates Regarding the Use of the District Amenity Facilities
Mr. Mecsics: We are looking to change the rentals for the facilities that we have here and we have here for non-residents $1,250 per occurrence. My personal opinion is that these amenities are for you all. It is nice to make money from the outside, but this is for you all. Mary, do you have anything else to add?
Ms. Bosman: No, we were advertising on the business google account. We recently had a wedding that the gain wasn't worth the pain basically. We looked at ways to improve the situation and make the building more accessible to the residents.
Mr. Mecsics: My main concern is that it impacts our residents if they do not have the accessibility.
Mr. Greenwood: At this point, it would be good if anyone who has any public comment would like to come up and state your name and address. I am not hearing any.
Mr. Zelazny: The rental rate for non-residents that includes the setup and tear down of it?
Ms. Bosman: Yes.
Ms. Clark: I think Colette has a question, too. Mine is a quick question. I see here that we have an indication of rental by a government agency, that no rental fee will be charged. Is there a clause within this that gives the Board discretion to not charge, for example, another nonprofit organization when it comes in to rent the place? Is there a clause that allows that to happen?
Mr. Mecsics: Go ahead, Mary.
Ms. Bosman: Usually, if it's like a club or organization coming here with a fundraiser for example, we would have a special rate for 501 C3s. Is that answered?
Ms. Clark: Thank you.
Ms. McKie: For the security deposits, what were they before? I mean, is there a significant increase to help cut down on people trashing our facilities?
Ms. Bosman: It was $500 for the damage deposit and it's posted in here as $750.
Possibly down the road, the Board might want to revisit that.
Mr. Mecsics: No, we can't increase it, we have to stay within what was posted out. Ms. Sandy: Correct. It can't be increased above what is shown in the chart here.
You'll notice that for the deposits, the security fees, there's a range listed 0-750. So the

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Board can set it just like we do with the golf course. We can set it within that range. Of course, you can always decrease it from the amounts here if there's not a range shown, but we would want to do that at this time.
Mr. Mecsics: So we have to set that?
Ms. Sandy: I think that's the preferred method just because so we have consistency.
Mr. Mecsics: I would recommend we set it at $750.
Ms. Sandy: I'm sorry. Just so I'm being clear. What I think we should adopt is the range, but by Board action, not part of the actual resolution or changing the policy, just like we do with the golf course. We have a range and then for fiscal year 2021-2022, we set those amounts, and then next year, we can change that within the range.
Ms. Littlewood: Okay. Just asking why we can't increase it to $1,000. I know that there's some legal reason.
Mr. Mecsics: Public notice.
Ms. Sandy: We have to provide public notice of the rates that we're going to charge. When the Board set this public hearing, we published notice with the rates in the published notice. So to increase it, we'd have to do another public hearing and redo the notice, which is totally feasible, but just not today.
Mr. Mecsics: I highly recommend that we increase it. Anything else?

On MOTION by Mr. Mecsics, seconded by Mr. Zelazny, with all in favor, Closing the Public Hearing, was approved.

On MOTION by Mr. Zelazny, seconded by Ms. McKie, with all in favor, Resolution 2022-05 Adopting Amended Rates Regarding the Use of the District Amenity Facilities, was approved.

Consideration of Revised Request from Grau for Increase in Auditing Fees
Mr. Greenwood: Board members will see this in their agenda packet. I know that this was brought up in a prior meeting where it was asked for staff direction to go back to Grau & Associates to negotiate the cost. When I look at the reduction, it's $2,000, believe

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it was at 18. Now, my understanding with Lake Ashton 11, is that there has been a lot of complexity during the fiscal year 2021 and this is what it's looking to report for the audit services for. I know Jill briefly touched on this and it's not just Jill and her office. There are a couple of items that we're possibly looking to do, a possible refinance in the coming future, so an audit is extremely important. I know Lake Ashton II is a little bit late with this one because of the golf course and things like that. There were all of those intrinsic parts moving this. We went back to Grau & Associates where we have a very good established relationship with Grau & Associates. We asked for a bigger reduction and this is how much it's going to be for us to do the work. I just want to be completely transparent with you, when we've gone out for audit services, believe it or not, there is a lot of building work that's happening down in Florida. So these audit firms are extremely busy. We've sent these out for a request for audit services, and sometimes, we've actually received zero responses back. It depends, we can go out and we can obviously seek other proposals. On a management standpoint, an idea is to move forward with Grau & Associates so we know that we're going to get the audit done for fiscal year 2021 and so there are no hiccups and then we can put this out for bid for next year's services. That would be a direction that the Board could follow, but ultimately, it's a Board decision if they want to put this out for bid and we'll obviously try to obtain as many proposals as possible.
Mr. Zelazny: I do think that one, GMS is great at looking for solutions and trying to get that cost down. I certainly appreciate that.
Mr. Greenwood: Right.
Mr. Zelazny: The cost of $16,000 which is locked in for three years to me seems to be a pretty good deal, we won't get any escalation for the next three years. But we can start to look at it, but I would move forward.
Ms. Littlewood: I have a question. How long do we have before we need to be audited?
Ms. Sandy: The due date for the audit is June 30th of next year, but the auditors
are starting now in order to meet that deadline.

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Ms. Littlewood: Okay. My concern with this was what we had to do for the golf course. The $16,000 that they've proposed for each year, is that to cover all of the work for the 3 years?
Ms. Sandy: Grau was admittedly late in getting to it. But the processing of the golf course transaction and all the documentation that went along with that was complicated, and so getting through that was not a standard for them. So it took some additional work on their part in getting that together. But we did have same time sensitivity because of the refinancing we had to have it set to close.
Ms. Littlewood: To me that's a really big jump. $10,000-$16,000. That's a big jump. Ms. Sandy: It is. I won't deny that. I think the golf course situation here is unique,
and I think everybody here knows that. So it is a more unique situation than normal.
Ms. McKie: I see the reasoning in regards to the golf course and they itemize them. I understand that for these years. But all of those issues should have been resolved and why we staying at $16,000 rather than going back to $10,100 or even $10,500. They are not going to be dealing with those issues every year. They should have been able to figure that out and help us to get the right documentation to them so they don't have to go through all of those issues. I don't understand why they're keeping it at $16,000.
Mr. Zelazny: I'm not an accountant. I'll go back to the last week when Jillian gave the report on the bids. I think she said she went out to five people. Three didn't respond or something like that. The others were significantly higher than Grau & Associates. Then they went back and renegotiated and got them to drop another $2,000. I think what Jason is saying is that we can certainly go out, but the likelihood that we're going to find anybody even at $16,000 that can start now to have our audit done by June is slim to none. I do think to Jim's point, I think we need to get somebody in place. I think we need to get the audit going. I think that we can look. We have plenty of time for the next year, we're up against a crunch now because we went out two months ago and we got nothing much back. We got three no responses and two that were over $20,000 and Grau was at
$18,000. They went back and negotiated it down to $16,000.
Ms. Littlewood: I thought at the last meeting when we discussed this that Jillian was going to go back to the company to give a $13,000 quote to somebody.

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Mr. Greenwood: She went back to find other firms as Bob said. Three were nonresponsive and two came back higher.
Mr. Greenwood: Just to add a little bit more. Our accountant Sharon Henning is going to be providing information, and work with Grau & Associates on the audit. Grau & Associates have the history and understand the complexity of your district. Are we paying for a little more for that security? Possibly. I do think it's something that can and should absolutely explore next year. But where we're at, like Bob's point and on a management standpoint, I think you are at that point where we run the risk where no one responds. If that happens and we try and go back to Grau, Grau could possibly say, they have picked up other work. It is management's suggestion that we explore this in greater detail next year.

On MOTION by Mr. Zelazny, seconded by Mr. Mecsics, with all in favor, the Revised Request from Grau & Associates for Increase in Auditing Fees, was approved.

Consideration of Resolution 2022-06 Amending the Prompt Payment Policies and Procedures
Ms. Sandy: Actually, I'll present this one. As the Board sees, and as you might know. The District already has a prompt payment policy that is in place. We are required under Florida statutes to comply with it. During the last legislative session, there were some updates to the Prompt Payment Act. So the changes here are made in order to keep our prompt payment policy in compliance with the changes in the legislative act.
Sorry, I guess this version does not have the underline strike in it. The two main changes were, there was an increase on the percentage that could be charged for late payment of construction services from 1% to 2%. There were also some additional procedures put into place in order for a governmental entity to do a dispute of an invoice.
Mr. Mecsics: Is there any further discussion? Hearing none.

On MOTION by Ms. Littlewood, seconded by Ms. McKie, with all in favor, Resolution 2022-06 Amending the Prompt Payment Policies and Procedures, was approved.

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SEVENTH ORDER OF BUSINESS	Unfinished Business
A. Consideration of Quote for HFC Landscape Restoration
*This item was taken out of order
Mr. Mecsics: We'll continue the meeting. Next is the consideration of the quote for HFC landscape restoration.
Ms. McKie: This is the thing I've mentioned that was distributed to everybody last
month, so I'll just review it. Through our discussion last month, there was a question about white gardens, and I was actually reading an enjoyment book, and it talked about a famous white garden in England. That got me thinking, and I did a search on white gardens, and there are famous white gardens around the world, so there is that. Just to review the Fox Hollow maintenance contract that we have plus the Prince and Sons with the total landscaping costs there and what we have been paying Yellowstone and the savings that we have for 2021, paying Prince and Sons and Fox Hollow rather than Yellowstone, and what that works out to by the month, and I've been told that that money doesn't go away. The funding for this HFC renovation would be $7,200, and one of the main rationales for doing that is replacing the roses in the rose garden because they are well over their life expectancy, and they are in need of replacement because it doesn't matter how much fertilizer you give something or how well you take care of it, it's just they're not going to be revived on what they are now. Our rose garden, we just talked about amenities and rentals. The rose garden is a revenue-generating location, so I guess I'll just make a motion that we fund this, and we can discuss it. I make a motion that we fund the HFC renovation landscape.
Mr. Zelazny: Are we talking about making a motion for Phase 1 or Phase 1 and 2? Ms. McKie: No, Phase 1. Just what is on the estimate that I gave you.
Angela Littlewood: I'll second the motion.
Mr. Mecsics: Any further Board discussion, Angie?
Ms. Littlewood: Going back to the white garden, with the white garden like the one that's in Sissinghurst Castle that you gave us, a white garden has different plants, different species of plants, which gives it different colors that you want. If you're doing this as white rose garden, you're not going to get that. Also, with white gardens, there's usually a backdrop. They usually have a hedge or a fence or a wall, which the color bounces off, the white actually bounces off. I'm not objecting to a white garden, but I think the place to

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do that would be in the islands. If you want to go that route, this is how we used to do it in England. You would have to do sections.
Ms. McKie: No, I do not want to go that route.
Ms. Littlewood: Then I don't recommend a white garden. As residents, what they think of with the rose garden, this is an amenity made for the residents, and every one of them has said to me they need the color and smell, so I don't think they want that.
Ms. McKie: Well, your comments are noted, and we have our amenities manager, our community manager, who is a master gardener, and that was her request and her recommendation, and I do not have the knowledge, and you said about hedges or walls, we have hedges and walls all around. Honestly, white or yellow or pink or purple, and I'd defer, in respect, to Mary Bosman.
Ms. Littlewood: You can actually do that because a lot of rose gardens in England, they're actually sectioned up the way that ours is sectioned up, and so you have one of the sections would be white, one of them in pink, and then the other ones would be oranges and yellow. There's no way our money could do that, but the residents would like it.
Ms. McKie: There're lots of things that we could do.
Ms. Bosman: Part of the reason why I thought the white would be good is 98% of our functions that the Lake Ashton COD manages, the dances and so forth, were at night, and the rose garden would help that. White is the most unused flower there is in gardening and because our residents would be out here in the evenings, the·light would be an enhancement.

On MOTION by Ms. McKie, seconded by Ms. Clark, with Ms. McKie, Ms. Clark, Mr. Zelazny, Mr. Mecsics in favor, and Ms. Littlewood opposed, the Quote for HFC Landscape Restoration Phase 1, was approved 4-1.

EIGHTH ORDER OF BUSINESS	New Business
E. Discussion Regarding Wetland Update (requested by Supervisor McKie)
Ms. McKie: If you would each take a copy of the proposal. We're going to talk about Pebble Beach wetland first. This is an estimate from Applied Aquatic for maintenance on that whole area along the golf course that was recently trimmed to three feet, like plants

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that we're allowed to trim. We've already talked about it. Our community is almost completely built, so we're going to have to be vigilant and remain competitive with current and future communities that are surrounding us now and will be surrounding us. The Pebble Beach area is unique in that all the traffic in and out, say, between the pro shop and the HFC. All that traffic, whether it's residents or vendors or guests or prospective buyers, see that lake. All the comments that I've gotten from folks is that it's an improvement having had that trimming done, and there're hundreds of cart riders, walkers, bicyclists, who all use that Pebble Beach cart path. The Pebble Beach residents took on the all-or-none in regards to getting that trimmed. They took it on in good faith for the buffer trimming. Certain residents did not contribute, but there are people who contributed to make up those funds. I'm presenting this because it's timely. If those plants are already starting to grow back, there's only a certain amount of time that our maintenance contract would be considered by Applied Aquatic, and I'm presenting it as a good faith offering by the Board because of the good-faith investment that the residents made in getting the initial trimming. It can help in regards to the perspective that people have as they drive by that lake and with use of the lake and the scenery. The cons may be that some people feel it's unfair, it's not needed, it sets a precedent for the Board paying for something like that. The cost on the estimate is $3,380 for the year, and that would be maintenance quarterly and it has, and I understand as they would do the maintenance, they would also do improvements as well. If the choice is not to approve this, then probably within a year, it would be back to where it was before and the residents would have to decide whether to do an all-or-none investment again. I would guess that funding this $3,000 would go under other capital projects. I know we're considering lots of different options. I'm just presenting it to you as a possibility.
Mr. Mecsics: Discussion?
Ms. Littlewood: So this is for the Board to pay for? Ms. McKie: Correct.
Ms. Littlewood: Here's where residents see the unfairness. The paths made through SWFWMD for kayakers to get in and for boats to get in in the lake, and yet other residents have been told you can't set foot in the SWFWMD. You can't even go in there. My neighbor had a kayak. He couldn't put a path through to the lake path, so he could get

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his kayak up. Particularly on Lake Hart, we've been asking for the CDD to pay for the maintenance. A few of us are going to be paying to have it cleared yet again, and if we do that, is the Board going to consider them paying for that, the maintenance and the upkeep like they should have been doing in the beginning?
Ms. McKie: The residents of Pebble Beach, I think there are 20 homes that contributed to the trim. They paid for that wood trimming all along that lakeside. This is for us to maintain it so it doesn't re-grow. I don't know what kayaks have to do with this.
Ms. Littlewood: The fact that they're allowed to go through and get onto the lake. Ms. McKie: That's not an issue.
Ms. Littlewood: You missed my point anyway. Ms. McKie: Okay.
Ms. Littlewood: What I said to you was if we get the lake cleared at Lake Hart, is the Board then going to continue to maintain that as well?
Ms. McKie: I have a summary about Lake Hart and Rattlesnake Lake at Hogan. There is no indication for either area that they are going to even consider all or none. That's what the Pebble Beach people did, 20 houses.
Ms. Littlewood: My question again is, if everybody on the Hogan side cleared their land, paid for it to be maintained on both Rattlesnake and Hart Lake, is the Board prepared to take on the maintenance of it so that the home owners don't have to do this again?
Ms. McKie: I would be prepared to present those possibilities, sure. There's no guarantee that the Board is going to accept this, but it's to keep it where it is so that it won't cost more later to do it. It was $6,600 to do the trimming. This could year after year be a relatively small investment to keep it where it is now so that they don't have to go through that, and that's up to the Board to decide if it's going to make that investment. I'm just presenting the information.
Mr. Zelazny: I have to recluse myself obviously for votes on this issue.
Ms. Sandy: Yeah. I guess to that point, I know we went through the exercise last time of whoever lived in the area declaring conflict and recusing themselves. The question is, if we're considering it a benefit to all within the community and in that instance then it's not specifically benefiting you, we could have a broader discussion. But if we are still

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viewing it as individual areas that the homeowners are especially benefiting and are possibly paying for, then, yes, we need to declare a conflict then.
Ms. McKie: I just want to add something though. The reason why I'm submitting this possibility is that this Pebble Beach area is available and open and visible to all Lake Ashton West and Lake Ashton East, people who are around that area. It's not the same at Rattlesnake and Hart Lakes. Rattlesnake more than Hart Lake. That's a major difference if we're talking about benefiting the entire community.
Mr. Greenwood: Just to add, when I'm looking at this, you see that it's done on a quarterly basis where it's not just a one-time coming through and then letting it grow. It's a case of the maintenance of just continuously coming through each quarter. Now, just for historical purposes, when was the last time this was cleaned before and how quickly did it come back?
Ms. McKie: The first time that that area was trimmed to three feet, it was in September.
Mr. Zelazny: In September. The area has never been maintained until the Pebble Beach residents took it upon themselves to get the contract through the COD to get it taken down. That was completed in September, early October. In order for it to not grow back, they asked for us to do an annual contract, then we treat it quarterly, which will not only keep it where it's at but will improve it because they will continue to cut back and be able to treat it, when it worked the first time, they just cut it down.
Ms. McKie: This was submitted on 11/03. We would need to decide one way or the
other.
Ms. Clark: My question is, is this an opening foray into the bigger question, the
bigger concern, is the succession that is taking place in all of the lakes and ponds that we have. Would it be wise for us as a Board to consider the bigger picture as opposed to looking at the individual requests and pieces that we have? Do we have in our capital budget plan and our other strategic planning that we are going to look at this? Because the lake succession and the pond succession are very important things. I think it's something that we need to address. I think it's something that we need to look at. My then following recommendation or request would be that we keep this, but actually go out and really start looking at the bigger picture and the bigger plan.

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Mr. Mecsics: I guess to go to what Mary has said and what I see here this to be what you just said, the model for other areas. You look at the Pebble Beach folks, they could find themselves to pay for it. Is that a model that remains in other areas? I guess the question goes back to what Mary was saying.
Ms. McKie: Mary, we do have contracts where they come out and spray on Rattlesnake Lake, and it certainly could be a model. I'm presenting this as a benefit to the entire community because it's so visible and used on a daily basis. There's never been any action or payment of anything by the COD in regards to the wetlands.
Mr. Mecsics: Further discussion? Mr. Zelazny: Yeah.
Mr. Mecsics: Go ahead.
Mr. Zelazny: To Sandy's point, if this is an attempt to have a policy for the community that says if the residents get it to a standard, the Board will maintain it going forward, then I would like to put myself in and say, yeah, that's a good idea, because I'm impacted on the Pebble Beach side. But what I wanted to talk about before was, Angie, when you brought up about access to the lakes. SWFWMD has authorized access to both Hart Lake and Rattlesnake Lake. You can take a six-foot section and cut it down with a weed whacker to six inches to launch a Jon boat or a kayak. That's what we can do. Other than it has to be maintained to the three-foot.
Ms. Littlewood: When was that put in place? Mr. Zelazny: That's been in place for years.
Ms. Sandy: But if it's on District property, it would still have to be done approved by the District.
Mr. Zelazny: Yeah, correct. My point was that you can have access through the buffer zones. You can carve out a six-foot section and trim it with a weed whacker. You can't improve it, you can't do anything else. It's got to be natural. But you can weed-whack it so that you can walk your kayak and your Jon boat down.
Ms. Sandy: Yeah, but again, Applied Aquatics. We would have to have a professional that knows the permit, capable of doing that.
Mr. Mecsics: Residents can't go and do it themselves obviously. Ms. Littlewood: Correct, yes.

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Mr. Mecsics: Your point is, it's still District property and we have to have permission to do that.
Mr. Zelazny: The question is, is it going to be a community wide policy, which is what we agreed to, is how we're going to handle, is that the residents would have to clean up their own property because the CDD has never committed any money to maintain the wetlands around the two lakes, unlike they do around all the retention ponds, which we do out of the CDD budget.
Ms. McKie: Possibly, my summary about Rattlesnake, Lake Hogan, and Hart Lake will help. Let's make this decision. As you guys know, there's a resident representative for Rattlesnake on Hogan. I'm anticipating getting the numbers of people or numbers of residents that will participate in this and make an appointment for Applied Aquatics to come out and do some estimates. What I understand so far is, there are possibly two sections of maybe five houses. There would be parts of the wetland that were trimmed, parts of the wetland that were not trimmed, and I don't know if the Board would want to consider doing maintenance for sections, hopscotch. Apart from Hart Lake, the resident representative has sent me eight addresses. There are three sets of houses together, and the rest are individual. They're not getting the same binding, so to speak, as Pebble Beach, and so it would be a different consideration by the Board if the Board would be willing to. If that's the way it ends up, where it's a hopscotch situation on both areas, whether the Board will be willing to invest in the maintenance on those numbers of houses rather than all.
Ms. Littlewood: This changes the whole thing of having it be represented to the residents because a lot of them said, "No, we don't want to pay." They got all this amount, and they only got this amount, and that's true because it was $17,000 for Hart Lake. But other residents said, "I don't want to pay for this if it's going to be a one-time thing, and then I'm going to have to pay for it again in six months." The Board has always said we won't ever maintain it. If we now are saying that we may, that is a whole different ballgame. Ms. McKie: This is new. We've never had a large area trimmed and paid for by the residents before, so we never had this issue to contend with, and that's why I'm bringing it to the Board. The Board will be to decide one on this. Then if we start thinking about

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the possibility here, of will the requirement be all in one for the whole area or patchwork? I can't answer that, I'm just presenting what we have now.
Mr. Mecsics: To Angie's point, you're correct, it would take a change from the Board's perspective of not allowing that to happen. If the Board wants to move forward in using what happened on Pebble Beach and this as a model for other areas to be considered. This was all based upon one whole area in being in the problem. I say it's time for the Board to reconsider these things.
Ms. McKie: Well, both Hart and Rattlesnake and Hogan were initially every option was on all or none, and they declined to participate, which was their option just like the people at Pebble Beach. Everybody who's been given the same option Pebble Beach took that option.
Ms. Littlewood: But this was never an option. If the representative sent a note to everybody and said, "The Board's point is clear, the Board's going to maintain it for us." That might be different all together.
Ms. McKie: Well, they have time to reconsider. Mr. Mecsics: Mary, do you have anything?
Ms. Clark: No, I don't. No, I do. Might I make a suggestion that we do some study of what the overall costs would be to maintain the foliage around those lakes? Because to be honest with you to just approve $3,000 or $3,300 for this tract, with the potential of not knowing that this tract and then this tract and then that lake, and then this lake. We defend the Board, we don't know how much that overall cost would be. I would not be comfortable voting for something, not knowing what the long-term cost would be. My recommendation would be to find out what that overall cost would be and then present it back, first, to be able to make an informed decision.
Mr. Zelazny: Just in terms of property, if you look at the perimeter of Rattlesnake and Hart Lake, the area that we maintain on Pebble Beach is probably 1/6 to 1/5 of the area of both. If we're at $4,000, it would be somewhere in vicinity of $20,000-30,000 to do them all.
Ms. Clark: Where would that money come from?
Mr. Zelazny: It would come out of the landscaping fund. We would have to put it in the budget. It's currently not in the budget. The two things are, to look to pay for Pebble

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Beach now, or to look to come to a Board decision that says, if the residents get it to a certain level, will the Board maintain it going forward or will they maintain it going forward at a 50% cost share? I would say the residents on Pebble Beach would be more than happy to do a 50/50 cost-share on the $3,300. But now I'm losing myself.
Ms. Sandy: I do just want to jump in for a minute because there was a lot of bleed over between, are we considering to say a benefit to the entire community versus a benefit to a specific area. I don't know, we can't really say that it's both in these situations. For an initial cut, it's someway a benefit to the people in that area, now it's perfectly acceptable to say the District is not interested in paying for that because it's more than we anticipated and it's not required to be maintained in that way. Then reaching an agreement with the residents on making that cut. However, I just want to be clear on the Board's perspective here, is it a benefit to the entire community, or is it a benefit specifically to that area? Because we need to set clear conflicts whichever scenario it is.
Mr. Zelazny: If we're going to do further study, I would ask the Board then to consider allowing us, the Pebble Beach residents, to go ahead and to collect through the contract if the Board's ultimate decision is to fund them and that the Pebble Beach Boulevard folks get reimbursed for this portion of the effort based on what the Board decides because I will tell you that in the time I got my original quote for $4,600, when I finally got all the cats lined up with the money the bid was $6,600. lfwe don't pull this one at $3,300 for me, it could go up to $4,500.
Ms. McKie: I'm going to interject here. You're right, Bob. This is for maintenance and they're only going to consider maintenance for a short period of time or you have to start all over again. If we don't do it, that's fine. But doing a survey or doing a study or whatever, this is going away shortly. We would have to consider that Pebble Beach might likely have to have another $6,600 investment by the residents because that would be a clearing not a maintenance. It's very difficult in all three areas are very different. They have different plans especially the Heart Lake as you move toward the cul-de-sac and it's more expensive. All we know is what this is for a limited amount of time and we can always say no, but we can't go back to this and say, well, now we want to do this. They won't do that.

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Mr. Mecsics: Going through what Bob said, the Pebble Beach people would work with and collect and pay for this maintenance.
Ms. McKie: You're not going to raise the money fast enough to meet this timeline.
Mr. Greenwood: Just as a suggestion, this is for quarterly maintenance. I don't know if there's a method to the cutting back of the buffer areas. Could it be asked of Applied Aquatics to just go ahead with the first round of it or the first quarter and then that maybe gives the Board a little bit more time to find the best resolution moving forward. It's just something to consider. Because it's a quarterly treatment, I don't know if there's a method for that.
Ms. McKie: It's $845 quarterly.
Ms. Littlewood: Which section is this? Is it the whole way from to the new homes on Sawgrass all the way around to Pebble Beach?
Mr. Zelazny: It goes from the very first house on Pebble Beach to the dog park.
Ms. McKie: That whole row of houses. The first house is beyond the driving range to the end of the houses by the pond.
Ms. Littlewood: I don't understand. If it was a section where the houses end to the first new house, that section there where the boats go in, I could understand that being a benefit to everybody, but I don't see it being a benefit all the way around the houses.
Mr. Mecsics: All right. We have some interesting quantities here. I understand the fairness and the fact that yes people could go down all the way. However, we have to be diligent in how we do this and acknowledge that short-term. If this doesn't get acted upon then that price will likely go up. But I think to go back there before we go further and say, the thing with the whole community that could be a massive impact. So in this case, whereas four that's already has been done. When do we have the next meeting?
Ms. Sandy: December 3rd.
Mr. Zelazny: Pebble Beach will commit to pay the first quarter.
Ms. McKie: So you're talking $845? This contract is for a certain amount will we have to modify what we are assigning to the vendor?
Ms. Sandy: Correct, and I think we can do a short work authorization under their prior contract just for one quarter. Sometimes we have to confirm that they would do it for

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that price too. I don't know if there's an efficiency where they give the price only if you commit to four quarters. I don't know.
Ms. McKie: I don't know the residents and it would be inappropriate for Bob to be the residents' representative. So I guess I'd have to work out with somebody to function in that role. Also to reach out to the residents and collect the money.
Mr. Zelazny: The check will be written if Applied Aquatics will accept quarterly payment on the contract, a quarter at a time. I will commit to writing a check for the 3rd of December to do that.
Ms. McKie: Then we can address it?
Mr. Zelazny: Then I'll collect the rest of the money as we go to get to the thing. I'll collect the money, give it to the CDD, and then CDD can execute the contract.
Mr. Mecsics: In that case, as we get to take a vote on this, and get it approved, you'll recuse yourself.
Ms. McKie: You're going to be their representative? Mr. Zelazny: Correct.
Ms. McKie: Okay.
Mr. Zelazny: I'm out of the conversation.
Mr. Mecsics: All right. Any further discussion?
Ms. Sandy: I'm just trying to think through. I think the motion would be to approve the- let me clarify. We're approving all four? It's being committed by the Pebble Beach residents to pay for all four quarters or pay for one quarter?
Mr. Zelazny: We're going to start with one-quarter. The Board is meeting to decide at the next Board meeting and what the policy is going forward. The policy going forward is that the Board is going to take some portion of it and we will renegotiate. Otherwise, I will have a commitment from the residents to fund it on an annual basis.
Ms. McKie: So, you'll handle that because that's beyond my interaction with the vendor, right?
Ms. Sandy: I can reach out to the vendor. Jason and I can work together on it. Mr. Greenwood: Yeah.
Mr. Mecsics: Jason, how about you and Sarah are work to get with Archie and those guys and get it sorted out.

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Ms. McKie: I'll introduce you to Archie. He's a great guy.
Mr. Greenwood: I believe I've worked with him before, but that way that works. Would it be a case of a motion to approve the Applied Aquatic proposal with the first quarter paid by who?
Ms. Sandy: Subject to receiving payment from the Pebble Beach residents.
Ms. Littlewood: Does that mean that if we put that motion forward and accept that motion that after the 1st quarter the Board is going to be paying that?
Mr. Zelazny: No. That's what Mary is suggesting that we look at and that if a representative goes back and finds out now that the Board is considering paying maintenance after you fix it. Where do you stand?
Ms. McKie: I will communicate with the two resident representatives. I didn't tell them about this possibility because I didn't know it would go anywhere so I will contact them as soon as possible and start contacting the residents.

On MOTION by Ms. McKie, seconded by Mr. Mecsics, with Ms. McKie, Mr. Mecsics, Ms. Littlewood, and Ms. Clark in favor and Mr. Zelazny abstaining, the Applied Aquatics Proposal Subject to the 1st Quarter being paid by Pebble Beach Association, was approved 4-0.

Discussion Regarding Request for Back Up on All Agenda Items the Board is Being Asked to Approve (requested by Supervisor McKie)
Ms. McKie: We already talked about Sawgrass, so that is done, correct? Mr. Mecsics: Yes.
Ms. McKie: Back on the agenda items that we were asked to approve, and I am
talking financial things, after the last meeting a resident came and asked what monetary expenditures we approved. I was able to tell her about the one I did, and she asked what else. And I said well I think there was an athletic bicycle. She wanted to know more. I really couldn't answer her questions and I was embarrassed that I really did not know that information. My suggestion is that if we are going to vote on anything that has to do with money, that we have estimates from a vendor where we can make rational and responsible decisions so that when residents ask what we voted on and what was it for, we can answer them.

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(The majority of Mr. Mecsics discussion was inaudible for transcription)
Mr. Mecsics: Other capital projects, we had the pickleball fence. At first people said it was because the balls were going under, but that increases the structural integrity of the fence itself. That was taken care of. The roof, we have had issues, and it came in under the deductible for that kind of event and we paid for it. The HFC and Guard Shack we budgeted $20,000. The HFC estimate was for $16,250 and the Guard Shack was $18,750. That is something I would recommend to the Board that we approve.
Mr. Mecsics: We could put these all together and pay for them all at one time.
There is still some back and forth about the lift station.
Ms. McKie: I will probably have more information about that at the next meeting.
Mr. Mecsics: The power washing of the bridges is a major project and is one we need to start considering because sooner or later it is going to cost us. This building does not have LED lighting. The lighting we have here is totally inefficient. It is not energy efficient. We have talked to the staff here and I know between myself and these gentleman we have talked back and forth and discussed that we can hopefully go forward with that. The life cycle of those lights is longer and will save us on our energy bills. We approved of the structure over the pump complex back here because the UV lights were destroying the white PVC pipe. That has been taken care of. The rose garden and HFC landscaping we have talked about. The driving range, we are taking care of that. We go through about $5,100 on hand towels. VVhat we would like to do is get additional hand dryers and we will have to check with the folks from the HCA. We have right now the tables and chairs we have out there some of them are starting to fall apart. It is time to get some new chairs so we can accommodate and we won't have people sitting on chairs that are falling apart. That estimate is $2,015.94.
Mr. Zelazny: On the chart, where Jim says "below the line" everything that is
above that line says underfunded capital projects, those are projects that are in the capital budget and have been funded as resources. You look where it says "underfunded" and those are the things that we have either discussed wanting to have or have voted on that are not in the current budget. This sheet you have shows the impact of those items on the money that is in the end of your fund balance. Does that

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make sense? As you approve the fitness floor, our revenue goes down by that number. That is how you can the impact that some of these things have on the current budget. That is based on a 100% commitment of the top half of the budget. If we fund everything that is on this chart, at the end of the year our below the line end of the year fund balance would be like $74,000 when it was around $200,000 because we have spent the extra money. I only caution that if we go through all of this, we realize that fiscal year 2022 is coming up and you can see what the costs associated with fiscal year 2022 are and we can see where we are. We do have to transfer $335,000 in it every year. Clearly there will be some changes in the road and landscaping projects and what we spent this year. It is just to keep it in perspective so we don't overspend early this year. In that standpoint just as a starting point in our discussions on what should be funded and shouldn't be funded and then what should be funded should be funded this quarter. I think that when you see some of the bids you will understand why we looked to try to do it this year. Everything that is in here is in your bid package. The bids are all there based on your request at the last meeting. We know what the true cost is versus what the anticipated cost is.
Ms. McKie: I now understand about the reserve study where it says "funded and reserve study" I have to learn that we don't have a bank account called "reserve study". Can you explain so everybody knows?
Mr. Zelazny: We have to have enough money to cover everything that was in the reserve study. When I say it is funded in the reserve study, when we have identified funds against it, it is in that end of year fund balance. That is where it is carried. It carries forward every time. When you go through, you will see that like on A tracts, we put $50,000 in the budget. We actually have $120,000 worth of bills to pay for the 12 A tracts. That is the same thing with athletic equipment and whatever. We have put it in the budget for a couple years to spread it out, but we have collected enough money to fund all of the funded reserve study projects that are in the past or pretty close.
Remember, we did the math to try to get us to 23rd. We are going to have some that are underfunded but then we eventually get to the very positive rate. You will see that when you move the $200,000 for the roof out a year, that changes the dynamics. When it

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says it is in the reserve study, know that the money is there below the line. That is kind of how it works.
Mr. Mecsics: I will make a motion to do all of them at one time.
Ms. McKie: I understand there was a discount for doing that. Are these numbers in the chart the totals doing them separately or together?
Mr. Zelazny: I believe they are separately. James can add to it. We are waiting for one of the quotes, as we're waiting for a new bid on it. What's important is the last comment is that we had been told that the price of the floor is going up by 20% if we don't do it this order. In this case, it's either are we going to do it? We need to vote on a Board this month to do it, or we're going to incur another $8,000 in cost to do the floors going forward. I don't believe that's a threat by the contractor because if you go back, it went up from $66,000 to $80,000. The piping around the pickle-ball courts went up from
$3,400 to $5,800 in just a matter of weeks. In every area, we're seeing the cost going higher, and higher, and higher.
Ms. McKie: It's a matter of deciding. I understand they are 6 years past their life expectancy. There's also volume. I understand that prices may go up. Then there's a question of setting priorities of what's most needed.
Mr. Zelazny: That's why this sheet will show you how the money is going to be affected by our budget.
Ms. McKie: I know that the fitness floor they get about 100 people a week in there. The sports floor if it's basketball, it's used for meetings and line dancing and different things that isn't a lot of wear and tear and the racquetball court is used by 8 people a week. If we need to look at tearing things down, even if the price might go up, the question is, are there other things that we need to do that are needed more than the sports or the racquetball courts?
Mr. Mecsics: Well, the racquetball court has more than 8 people.
Ms. McKie: Well, yes. I've been asked to do a survey of Sawgrass people to prove that and not just hearsay. I'm just saying.
Mr. Mecsics: What you're saying is, let's say if we want to get this for this quarter, to fund the fitness floor and the racquetball court, and hold off. It's going to cost extra. If we do it now, we would save.

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Mr. Zelazny: It would only be 20% of the $14,000 versus the other. Ms. McKie: Well, and again are these put here according to priority?
Mr. Zelazny: No. Again, no order of priority, they are just the way they came in.
We just need to decide which ones we are doing. The difference on the bold lines, those are the ones that are not funded out of the reserve study. It really is which one you want to take off the table for this year, which ones you want to wait on this year.
Ms. McKie: Okay. I don't know how we come to that decision. New buyers come into this community because it is a community that has a gym. The fitness court has an impact. I'm just wondering how you set the priority if we are going to talk about what to do first or second or third.
Ms. Littlewood: When we first started discussing this whether it was the first or the second meeting, we were discussing the racquetball court I said then that's fine but it is more important to do the fitness center because there are more people using it.
When you go into the sports court you don't necessarily see the things on the floor. You see that some of the black lines are starting to wear. When you go to the gym, the floor looks dreadful. To me that is a priority. Are there enough funds in the budget to do it all?
Mr. Zelazny: Well, again, if you look at this chart and as you find these things, your input and your fund balance goes down. If everything that's on here gets approved, you'll have $74,000 in your fund balance. That's assuming that we had 100% execution of the budget. You know you've already elected not to do the roof so that is $200,000.
You still have it below the line next year but yes. These things can be funded out of what's in the budget, what's in the capital budget line between what's committed and what's end of year fund balance. It all can be done. Question is, do you want to go down to such a significant low number, that if something comes up, you can't respond to it? In my opinion, there are things, as you're doing with the HFC landscape. We have the money, do you know how you can fund it? My recommendation would be not to do anything until January which moves it out of quarter so we could have another assessment before the budget. All of these things, some of them since we're not meeting until January the Board needs to make a decision on some of the them, I would recommend that we approve the painting of HFC, that is a must fund. If we go in on all of this stuff, but just down that list, you can just say, we want to vote and approve it at

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this meeting or we do that in January. I wouldn't discount any of it, but there are some things that we should do now because we're not going to meet for two months, and then by the time everything drags out you could have a four-to-five-month delay. Looking at the pickle-ball court, you're looking now at 8-10 weeks to resolve that issue. \/Vhat I would ask is to see which ones you want to look to fund this quarter and the others we can do in January.
Ms. Clark: Very quickly. I did the math, so if I took the cost of column and then add straight down that's a $147,191. If we look at the funds remaining column, I'm not sure where we go from a $125,500 all the way up to that.
Mr. Zelazny: There is a transfer.
Ms. Clark: Okay. There's $300,000 transfer. In essence, we're saying that all of these items that are in this cost column totaling $147,191 we had funds to pay for this year.
Mr. Zelazny: Correct. I'm not the numbers accounting guy, but I'm pretty close in someway.
Ms. Clark: That was just my question to make sure that I had the math right in my
head.
Mr. Zelazny: That's why I think it's important that we prioritize what we do this
quarter as critical. If we can move forward, execute, and then we'll just call the numbers based on where we stand on that for the January review.
Ms. Sandy: Just for a point of clarification on my end, is the Board just approving moving forward with these projects or would proposals be brought back to the Board?
Mr. Zelazny: Currently, some of them are already approved, and so those contracts should be approved. The other things that are on this list, there has been no contract, they are in the air. I think there's like four or five projects that we have bids on in the packet for the fans, the LED lights, the chairs, the hand dryer, so that we need to hold on and approve and issue the contracts.
Ms. Sandy: Okay. I guess what I'm wondering is, is the Board approving it not to exceed amount at this time?
Mr. Zelazny: We had a bids. The bids are in the packet. Ms. Sandy: Okay.

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Mr. Zelazny: We have bids on all of those last ones. We have a bid on the paint. Ms. Sandy: Okay.
Mr. Zelazny: Everything I think that we're looking to try to vote on has a bid. Ms. Sandy: Got you.
Ms. McKie: A lot of these things have to do with the HFC, which is very important in our community. The HFC folks that work here, is there a way for them to help us set priorities of which are going to be the neediest projects?
Mr. Zelazny: I talked to Mary. The floors are needed. The painting of the building was also. The lights and the fans aren't high priority but they need fixing.
Ms. McKie: I also wonder, things come up. Last year we had an unexpected
$50,000.
Mr. Mecsics: That is why we don't pay everything at the same time.
Ms. McKie: Okay. We need to have money we can call on if something else major goes wrong.
Mr. Mecsics: So the recommendation from staff is the painting of the building, the floors, and we can hold off on the LEDs. The plan on the LEDs was to try to do it by quarter. So, we would be committing $2,500 for the first quarter to do that. That would be a not to exceed $2,500 for that. But I would recommend we fund the hand dryers, and the tables and chairs to be replaced, and a quarter of the LED lighting.
Ms. McKie: The painting isn't on here and the hand dryer.
Mr. Zelazny: The painting is in the budget also it is above the line with the approved budget. All of these are not currently in the approved budget. Well, the first three are, the rest of them are as you said, those things will come up during the year that we don't anticipate.
Ms. McKie: Well, I got the 2022 approved as capital projects. The racquetball court was on there, the fitness court.
Mr. Zelazny: Those three courts were approved in the 2021 budget but we didn't do it. We discussed if we going to put them in this year's budget? We elected not to do it in this year's budget because we didn't know what our financial situation was going to be this year with projects and the general fund budget. We put them off until 2023. Now because there have been some issues with it, Angie brought up that she would like to

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have the fitness center floor done, and that we wanted to bring it back and say, "Should we move it back from 2023 to 2022 and fund it this year?"
Ms. McKie: If we're going to vote on things and you started making the list, we're going to add those up and know what we're voting on. I know it's here but to extrapolate things from this list and then know what happens.
Mr. Zelazny: Yeah, I can quickly do the math. We're talking $20,000 for the painting of HFC. The LEDs are $2,500. The hand dryers are $1,300, the table and chairs are $2,015. Those are the only things, of course, this quarter, that's really the only thing we're looking to spend the money on today.
Ms. McKie: So you aren't talking about the fitness floors yet?
Mr. Zelazny: Well, that's why I said there are three floors that we're going to discuss. Do we want to do it by three, two, or just by one?
Ms. Littlewood: If we are doing them, I think we should do them all together.
Mr. Zelazny: Our financial situation improves, when you budget in that we're not spending $200,000 for the roof. Our financial situation improves because we're utilizing money to do necessary road repairs and everything. We'll come out ahead on that as well. At the next meeting, I'll run all the numbers and everything.
Ms. Clark: I have the math. Does anyone want the math? If we do the painting, lighting, hand dryers, tables, and chairs, that comes up to $25,815. lfwe do all three floors at the same time, that's $39,432. Add the two of them together, it's $65,247.
What's wrong? On our sheet of paper, it has $12,041 for the racquetball court and
$12,031 for the sports court, and then fitness floor is $15,375. Those are the figures I went by.
Unidentified Speaker: Yeah, that's wrong what you got there.
Ms. McKie: It's different than what's in here. Because on this chart with all the words, the fitness floor is $15,000, the sports court is $14,250.
Mr. Zelazny: The estimated cost that we were talking about was $15,000. The bid that I was given was $15,000. In sports racquetball, we had earmarked $14,250 when we got bids last time. The bid that I got this time was $12,031.
Ms. McKie: So which number should we be looking at? Mr. Mecsics: I'm looking at a new number now.

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Ms. Clark: Because I can add. I add for a living.
Mr. Mecsics: So we have for the racquetball and the sports court, I was given a
$16,727.50.
Ms. McKie: No, it's $29,830. Mr. Mecsics: Let's say $30,000.
Ms. Clark: You got to keep going.
Mr. Mecsics: So $48,800 for the three floors. Ms. Clark: $48,825.
Ms. McKie: So $50,000?
Ms. Clark: It's at $48,825 now. Do all the floors, and you add that to the 25, that with the other stuff. Now you get $74,640.
Ms. McKie: Approximately $75,000.
Mr. Zelazny: Certainly, if you would mirror it with what's already been approved for expenditures, which is the $35,000, the $15,423 and the $2,261 which was approved. Then the Rose Garden at $7,243. That's our total commitment. So far this year, that's what we have. Let's look and see.
Mr. Mecsics: I want to make a motion that would be fund the painting of the building which is high priority. I will make a motion for the first quarter to renovate the building and the floors. That's up for discussion. I recommend we do the fitness center and the racquetball.
Ms. Littlewood: My only concern is, with everything going up at the moment, the cost of building material too.
Mr. Mecsics: So if we do all the courts, what did you say that equals again?
Ms. Clark: $48,825.
Mr. Mecsics: We'll fund those, that and the building, and the lights, will differ for another time.
Mr. Zelazny: We're going to approve one quarter of the LED lights. We were going to approve hand dryers and tables and chairs.
Mr. Mecsics: The tables and chairs were how much? $2,015? I will amend my motion to include the tables and chairs and one quarter of the LEDs. Those were how much?

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Mr. Zelazny: $2,500. Then the hand dryers were $1,300. Ms. Clark: That comes out to $74,640.

On MOTION by Mr. Mecsics, seconded by Ms. McKie, with all in favor, the Proposed Renovations for a total of $74,460, were approved.

Discussion & Recommendation on Staff Compensation (requested by Chairman Mecsics)
Mr. Mecsics: Our inflation is currently at 600%. What I am recommending and make a motion to do is increase the staff compensation.
(The majority of Mr. Mecsics discussion was not audible for transcription.)
Mr. Zelazny: The important part is the budget impact which adds basically $32,000 to our budget. Currently right now in the October financials we underspent on personnel by $2,517. This increase would actually be $100 more than is in the current budget. lfwe make it effective in January, we reduce that amount by $7,800. The increase for the year would be $23,000. We would have the money in the budget to cover that. Like I said, where it says the average salary, that is strictly a google search for those type of jobs. Obviously, paying more in certain areas and less in others. The scope of responsibility is different but just as a ballpark figure that is what I was looking at.
Ms. McKie: I think we have a phenomenal staff. I think we need to do this and if we need to cut down on other things, we can do that. I think the staff should be prioritized. Mr. Zelazny: Yes. Remember when we set the budget up, we set it based on the temporaries working here so when we increased it, we increased it to 2.5 based on the total personnel costs in the last year. We took the temps out and did it. The pay raises are significant, but if you look at their current salaries, they are way behind the national average. We are asking so much of our staff. Because it is deficit neutral, I would support
it with the effective date of January 1, 2022.
Ms. Clark: Again, just a clarification question. On the two sheets that I am looking at, one of them says the community director's salary is $71,000 and on the other sheet it says District Manager.
Mr. Zelazny: They are the same. I had no dealings with it. It is Community Director.

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Mr. Mecsics: Do we have any other discussion?

On MOTION by Mr. Mecsics, seconded by Ms. McKie, with all in favor, the Staff Compensation Increase, was approved.

TWELTH ORDER OF BUSINESS
*This item was taken out of order

Public Comments

Mr. Mecsics: We have two people who would like to comment. If you could come up and make your comments please.
John Savala (4291 Ashton Club Drive): Seriously, you guys work really hard and put a lot of time in this. Yes, I can see and I appreciate that and admire that, and yet I just want to ask that the Pickle ball courts issues get some attention. You guys are talking about lighting and fans and with flumes and all that stuff. We came in June, I think. I came up to Mike, we wrote letters or whatever to ask that the Pickleball courts be resurfaced, that the fence was being repaired, so the balls don't go under. We didn't hear anything concrete until just 30 minutes ago. I didn't officially get from the Board at the Board meeting that anything had been done. We came and asked that these things be done, a bunch of us did. We're waiting to hear what's going on and we got to come sit three hours to find out that something was finally done about it. We'd like to know how to get our issues on the agenda so we could talk about it in the beginning of the meeting. How do we do that and how do we get our concerns addressed, and then how do we hear back about it. If you guys even talk about it? We don't want to talk about it down the road. If you come up here and talk in the next agenda that we don't know. But having said that, you guys really work hard, I see that and now that I hear that you have some money that you can use to pay for some of these things. I don't remember how much the courts resurfacing cost, but I don't think it was that much. Please consider getting a court space for us. Thank you very much.
Mr. Mecsics: Thanks, John. Thank you for your patience. This is determined by the Board members and if you'd like an update on the courts themselves fall under facilities and you can ask Mr. Zelazny for something or you come to me, either way. Then they need to hear the whole story. How does that sound?

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Mr. Savala: Good.
Mr. Mecsics: Thank you for your patience. Yes, ma'am. Ms. McKie: Did we skip smoking areas?
Mr. Mecsics: We'll come up to it. Mr. Greenwood: We're not there yet.
Mr. Zelazny: Because the Pickleball issues were coming up in my Supervisor's report, let me just go get it now so you can read it if you want. I will tell you that I respond to every email and every inquiry as to what the status is. I intend to keep Cal Akins informed about everything. There are three issues with the Pickleball court. One is the desire to have it resurfaced now because of discoloration primarily on one court and I've heard that one thing and the other. One court is scheduled to be resurfaced in next year's budget. Courts 3 and 4 are scheduled to be done in 2024 based on the reserve study. Those can be moved up, obviously if the situation changes. But they are programmed, they are funded in those years. The situation with the fence and the thing around the bottom, I have kept Cal informed every time. The issue was the cost came in very high early on. We elected based on the money that was in the budget last year that we would only be able to do, I think it was two-thirds or one-third of the courts which were the worst affected. We at that time had identified more money. Actually, the Pickleball Association had a discussion and said that they could pick up the difference, came back to the Board and decided to fund it in total because there's a number of issues, as Jim said. There's to support the fence itself not just to keep the balls out of play. The original bid came in at
$5,200 something like that, that's close proximity. That has gone up now to $5,800 and we are now waiting to see if that changes again. We've just added and I kept Cal informed that we thought we were six to eight weeks out based on material. Now we're still looking at 8-12 weeks for material to do it. We took action the week we got notified of it. It's just the supply chain and government unfortunately, guys. They also sent me an email this week requesting to put a storage unit in the Pickleball court area for them to keep balls etc. I informed them by email that because it's a change in position, we had no storage lockers at any sports venue or over at the dog parks or anything like that. That I would bring it to the Board and say, do you have any objections to putting a storage locker in the Pickleball arena so that they can store spare balls, etc. I checked with James from

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the maintenance crew, he has no objections to that. I would ask the Board to allow that as a change in how we do business while understanding that they're responsible for securing it and they're responsible for moving it in the event of a hurricane or something like that. That's what I ask the Board today so then they can go ahead and order the pieces of wood.
Ms. McKie: They're going to provide it?
Mr. Mecsics: Correct. In fact I saw Cal other day. Mr. Zelazny: According to my email.
Mr. Mecsics: I saw Cal the other day. He can pay a person who will take care of it if there's a hurricane.
Ms. Littlewood: Where are you going to put it in a hurricane? Ms. Littlewood: Whose garage?
Unidentified Speaker: We bought the benches, but we were never told to move those during a hurricane.
Mr. Zelazny: That's your house it's not the community. We're asking just like with the golf carts or anybody else that is putting equipment out there like umbrellas, and chairs, etc., if you're going to put it on COD property, you're responsible to remove it in a hurricane. If you want the storage unit, my recommendation is you're responsible to secure it.
Unidentified Speaker: Is it possible to attach it to the fence?
Mr. Zelazny: No. Unfortunately, this isn't a dialogue session. However, to answer your question, I discussed it with the maintenance personnel. They indicate absolutely not to the fence. If we can secure it somehow to you a pole, we would consider it. However, that still will affect the integrity of the fence in case of high wind. My recommendation is no, you're going to have it. remove it in during a hurricane.
Unidentified Speaker: Okay. Thank you very much.

EIGHTH ORDER OF BUSINESS	New Business
Discussion Regarding Room Rental Policy (requested by Chairman Mecsics)
Mr. Mecsics: The room rental policy. We have a company here that does therapeutics and physical therapy. And they use our area down there. We asked them for

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payment, and they will be paying $200 a month for the use of that. I know they sent over a picture of that contract. We have a copy of that here.
Ms. Sandy: Okay.
Mr. Mecsics: So we have a copy.
Ms. Sandy: Okay. I haven't seen it yet. Is this different than somebody who would set up to use a room under our normal room rental policy?
Mr. Mecsics: This is a commercial business not a rental.
Ms. Sandy: Okay. I'll have to look at the one piece that I will look at. When you finance facilities with tax exempt bonds, you can't have private use of that facility. So our typical policy, we allow people to come in, but it's still the CDD that that continues to own the property. When you rent a property out, you are giving up a real property right. So I'll look at this and run it by Bond Council. It might be a small enough amount that it's fine, but I just wanted to flag that issue.

Discussion of Smoking Area (requested by Chairman Mecsics)
Mr. Mecsics: Regarding the smoking area, I have gotten a lot of feedback. The hedge should negate the smoke coming in and we will make that effective next week.

L. Consideration of Clock at the Pool
*This item was taken out of order
Mr. Mecsics: Before we get to the December meeting section, let's cover clocking into the pool. They are going to finance it and pay for it.

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K. Discussion of December Meeting (requested by Chairman Mecsics)
Mr. Mecsics: December is coming. We have done a lot of work and we will be back in January. I recommend to the Board that we take December off, and come back in January.

On MOTION by Mr. Mecsics, seconded by Ms. Littlewood, with all in favor, the Cancellation of the December Meeting, was approved.

Mr. Mecsics: The other thing is that I am going to be looking at roles and responsibilities of Supervisors in January.
Ms. McKie: Will someone let Mary know? Mr. Mecsics: Let Mary know what?
Ms. McKie: What you just said about roles and responsibilities. Letting you know, and letting Jason know. Mary Clark is not here.
Mr. Mecsics: Okay I will let her know.

NINTH ORDER OF BUSINESS	Staff Reports
Attorney
Mr. Mecsics: Next are staff reports. Sarah?
Ms. Sandy: I have nothing at this point to report, unless the Board has any questions?
Mr. Zelazny: Do you have a status on the land transfer issue?
Ms. Sandy: The boundary amendment? We have started the petition process, but I need to bring it back to the Board for approval. I can bring that back in January.

Lake Ashton II Community Director
Mr. Mecsics: Community director, Mary?
Ms. Bosman: In the interest of brevity I am going to just hit the highlights on my report. We have new wireless microphone systems, in the last couple of years we have had the wireless system cutout. That has been replaced. I think we're still going to use that old center. We are not going to get rid of that, we are just going to have it. Spa heater and filter were ordered and replaced, there were broken heaters and filters. The spa and

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pump policy were replaced. Again due to the sun disintegrating the water pipes and the pool and pump cover was ordered but again it has been brought up two or three times today that supply and demand for anything to do with steel we have about a 12 week wait. So we still are waiting on that. We have a new resident fitness instructor, she's going to be teaching classes on the weekend. That is in response to some residents requesting that. It is called WAVE, which is water aerobics for a variety for everyone. That's what the wave stands for. We have a new class that's started off with a new instructor, his name is Tim Smith and he's doing clay hand building. So they're actually molding clay. The first week of December, we have our reoccurring activities time. That is when the residents play bridge or play mahjong, whatever it will be, just getting their scheduled activities of 2022. We are getting ready for our cornhole tournament I'm reading all kinds of terms with this cornhole business. We have a resident that has decided to take the lead on it and get the instructions and rules for us. So that's coming up. I believe that is it. There are lots of parties. I don't think there is one piece of geography here that isn't booked for December.
Mr. Mecsics: Any questions? Thanks, Mary.

District Manager's Report
Mr. Greenwood: I'd like to say thank you to all of the Board members. I thoroughly enjoyed this meeting, there was a lot of healthy discussion and business that has been achieved today. Just want to say, I am looking forward to working with all of you guys. Over the last few weeks, I been obviously on the emails and seen how much you guys actually work behind the scenes and I think it's a tremendous credit to you guys and to this community, how hard you guys actually work. A lot of underlining work that some people might not get to see, but it's really refreshing. I am looking forward to working with all of you guys. Also, the fact that it was interesting to me to discover, I have to say full disclosure, I know that these Board members don't even receive a paycheck for what they do. I haven't seen that in many communities. Anyway, so just mainly with my report, nothing on too much on the management side, but obviously I'm going to be going into the financial reports and you've got your approval of the check register, and also, we have

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the combined balance sheet. I know Bob had these questions, so that went back to Sharon. Sharon provided her questions back for that.

TENTH ORDER OF BUSINESS	Financial Report
Approval of Check Run Summary
Mr. Greenwood: Other than that, you see you've got the approval of the check register summary and that's for the date starting from October 11th. They go right through to November 12th. There weren't any questions on that.

On MOTION by Ms. Littlewood, seconded by Mr. Mecsics, with all in favor, the Check Run Summary, was approved.

Combined Balance Sheet
Mr. Mecsics: We don't need approval on the balance sheet. Mr. Greenwood: No.
Mr. Zelazny: Just for discussion, when the Board members look at the balance sheet, what you will see is that your understanding personnel language, it will increase this year. The other two lines will be overspent on the insurance lines. That's because we paid everything upfront. It's pro-rated about $1,000 or something a month. We paid it all up. That's why you had some deficit in those two categories. We want to thank the attorneys because they didn't bill us at all this month. We want to thank them for that. Also for the financial sheet, you can see a new line in capital budget. We had them put a line in for 6th hole project which would cover the water, the easement, the septic tank, all of that. It's an unfunded line in the capital budget, but you'll see money associated with it, we'll be able to track that. Other than that, I thought the budget balance sheet looked pretty good.
Mr. Mecsics: Next is Supervisor's requests.
Mr. Zelazny: One more thing for Jason. Jason, could you send an email with your contact information to the Board members so that they would have a quick respond time to you in that particular system?
Mr. Greenwood: Absolutely. Not a problem.
Mr. Zelazny: That will be the easiest way for me.

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Mr. Greenwood: Got you.

ELEVENTH ORDER OF BUSINESS	Supervisor Requests
Mr. Mecsics: Supervisor requests, yes, ma'am?
Ms. Bosman: I just want to clarify on my report. The two new instructors that I talked about are resident volunteers. Just for clarification.
Ms. Littlewood: I want to say thank you to Jason for these new iPad things. Now we're getting used to that. My life is at peace and bliss. The thing I wanted to try to talk about is this memorial project. When we talked about the memorial that was already in there, it was said that the money had gone to the golf club. Bearing in mind, the CDD is not supposed to have anything to do with the golf funds. If we plant a tree at a memorial along the golf course, where would the money end up, would it go to us or to the golf club?
Mr. Mecsics: The reality of it is, the golf club sits on COD property. That money should go to the general fund.
Ms. Littlewood: $10,000 or $12,000 didn't. Mr. Mecsics: I agree, yes.
Mr. Zelazny: For the trees Angie, the original concept is that you would buy your tree, then whoever will buy the tree will contact the brick company that Bobby uses to do the brick, then the golf course would put it in directly into the ground. So there wouldn't be any real money transferring.
Mr. Mecsics: What?
Mr. Zelazny: Conceptually, that's the way it works. The hole sponsorship, I don't know where that money went, a year ago, whatever but it shouldn't. I agree with you, we should not come into the money at this point.
Mr. Mecsics: We'll check where that money went. I think it went to the golf course.
Anything else?
Ms. Littlewood: There was something else. I can't find where it is but when I was reading through this stuff in the agenda, I found that there was something in here, a document that was asking people to contact Jillian Burns at this address but surely that

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should now be Jason. Whatever document it was I can't remember, it would need changing.
Mr. Mecsics: Any other comments?
Mr. Zelazny: I just have two quick ones. One is, I was approached the other day about an individual who liked to practice slow pitching the softball. He'd like to use the tennis court. We've been pretty stringent on joint-use of facilities. I remember we had the issues with the pickleball players on tennis courts. We had issues with the pickleball players on the racquetball court. I checked with James. He doesn't see that there'll be an issue with damage to the courts or whatever. Again, I bring it to the Board because it is a change in the way we normally do business. I'm asking, can we joint use the tennis courts for softball?
Mr. Mecsics: I don't think anybody has a problem with that.
Mr. Zelazny: So then the other thing is, I think I put it in my packet. They were my suggestive comments to the change the joint amenity policy that we're going to go into the meeting for in January. I think that's our next meeting that's on the subject. When you go through it, the issues with golf carts, cart paths, bridges, ponds and fishing, those were all approved by our Board. The East Board said they didn't care. They would just abide by our policy. This is an attempt to get those into the joint policy because we're getting more and more activity on those. The one that I do think it takes us a little more time to consider, is the definition of a resident. It has always been a couple. We use the partners that reside in the house. We're finding more and more that we're getting third parties living in the home for extended periods of time. I think there needs to be a way we address that if they're full-time caregiver, that they could be considered residents. We have children who are coming back to roost who are staying two and three and four months at a time, going for a week and coming back. Those need to be treated, in my opinion, as non­ residents and require them to a pay a non-resident user fee. If you come to visit, then you're a guest. We would have people who are sitting up at the bar in the Eagle's Nest from 10:00 in the morning, till 1:00 and then they go up to the Tap & Grill. I don't know what the total extent is, but I do think we need to come up to a definition of what a resident is for the purpose of the policy.
Ms. Littlewood: What if you have a child who has special needs?

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Mr. Zelazny: Again, I think I put that in my packet regarding caring for children with special needs. I consider them residents. It's in my suggested comments for definition. I think those are special circumstances versus a child who decides to come home and live with mom and dad for six months. We need to address that.

THIRTEENTH ORDER OF BUSINESS	Adjournment

On MOTION by Ms. Littlewood, seconded by Ms. McKie, with all in favor, the meeting was adjourned.

Secretary I Assistant Secretary