Meeting Minutes for June 12, 2023
Renaissance Community Development District
The regular meeting of the Board of Supervisors of the Renaissance Community Development District was held on Monday, June 12, 2023 at 9:00 a.m. at the Club at Renaissance on 12801 Renaissance Way in Fort Myers, Florida and via web conference.
Present and constituting a quorum were:
Doug Dickey – Chair
Sam Martin – Vice Chair
Linda Stuart – Assistant Secretary
Also present (or attending via web conference) were:
Cal Teague – District Manager from Premier District Management (PDM)
Tom Hart – Attorney, Knott, Ebelini, Hart
Julia Jennison – Attorney, Lewis, Longman & Walker, P.A.
Mark McCleary – Engineer, Community Engineering Services
Chris Pepin – Field Manager, Community Field Services
Russ Weyer – Econometrics Methodology Consultant, Real Estate Econometrics
Felipe Lemus – Florida GIS Solutions, LLC
Christopher Dudak – Client Services Manager, PDM
Melissa Gindling – Project Specialist, PDM
The following is a summary of the actions taken at the Renaissance Community Development District (CDD) Board of Supervisors meeting.
FIRST ORDER OF BUSINESS Call to Order and Roll Call
The Renaissance Community Development District regular meeting was called to order, and District Manager Cal Teague called the roll. Three Board members were present. Also attending was Tom Hart, the Attorney. Mark McCleary, the Engineer, Russ Weyer from Real Estate Econometrics, Julia Jennison, Attorney, Chris Pepin, the Field Manager, Felipe Lemus from Florida GIS Solutions, and Christopher Dudak and Melissa Gindling from PDM attended via web conference.
SECOND ORDER OF BUSINESS Approval of the Agenda
Change 5A to 5B
Change 5B to 5A
On MOTION by Supervisor Stuart, seconded by Vice Chair Martin, with all in favor, the Board approved the Agenda, as amended.
THIRD ORDER OF BUSINESS Audience Comments on Agenda Items
There were no Audience comments on the Agenda items.
FOURTH ORDER OF BUSINESS Consent Agenda
A. Items to Be Pulled for Discussion
There were no items pulled.
B. Motion to Approve Consent Items
On MOTION by Vice Chair Martin, seconded by Supervisor Stuart, with all in favor, the Board approved all items on the Consent Agenda.
C. Consideration of Items Pulled for Discussion
D. Consent Items
i. Draft Meeting Minutes from April 10, 2023
ii. Draft Meeting Minutes from May 8, 2023
iii. Financial Reports for April and May 2023
iv. District Voter-count as of 4/15/2023: 477
v. Project Tracking Log
vi. FEMA Reimbursement Update
District Manager Teague reported that the FEMA update shows a change to projected costs. There are no new invoices since last report.
FIFTH ORDER OF BUSINESS Old Business
A. O & M Assessment Methodology Including the Golf Course
Russ Weyer, Econometrics Methodology Consultant, reviewed the draft assessment methodology and stated that there are 3 categories which make up the total assessment, which are water management, landscaping and administrative costs. He explained how he determines EAU’s in residential properties and in the golf course, and how they coincide with the Budget. He pointed out that the report had included the golf course, which had not been done previously.
The Board had multiple questions and concerns about how each property was assessed and the rationale regarding the use of EAUs. Attorney Hart and District Manager Teague noted that there is a deadline for the Budget, and the Board either needs to adopt the methodology or wait until next year to change the methodology. Attorney Julia Jennison mentioned that, since the CDD is currently in negotiations with the golf course regarding the water use permit, she supported having the adoption completed, so it is a part of the negotiations. She also stated that she would like to reach out to the golf course before a form letter, which is the notice of increasing assessments, is sent, so it is not a surprise.
The Board would like all residents to have the same O&M assessment amount, since this has been done historically. They decided to approve the assessment methodology with a revision, which is adding a column reflecting equal assessments for all residents, and which includes no increase or decrease to the current residents’ assessment amount of $1,158.43, but still includes the golf course in the assessment. District Manager Teague will coordinate with the consultant to make these changes in the methodology, and then the report will be finalized. Based upon these changes, the Board adopted the O&M Assessment Methodology, but District Manager Teague, Chair Dickey, and Attorney Hart are to ensure the numbers are accurate, and that they reflect the direction given by the Board.
On MOTION by Supervisor Stuart, seconded by Chair Dickey, with all in favor, the Board approved the O & M assessment methodology as prepared by Russ Weyer, with the revisions as requested by the Board.
B. GIS Proposal Follow Up
Felipe Lemus joined the meeting online and presented the GIS system, and he explained the different components that could be included on the map. After discussion, the Board decided not to pursue its development.
C. Golf Course Easement Request/Water Use Permit
Attorneys Hart and Jennison will contact the golf course and provide the final assessment methodology document when it is available.
D. I-75 Wall Repair Update
District Manager Teague reported that the repair has begun. He stated that the contractor has started manufacturing the replacement panels, and they are removing the damaged sections. Some adjustments had to be made in the production of the posts so that they fit with the old wall. They stated that the work will be complete by the end of July.
District Manager Teague noted that the contractor will be looking at any additional damage on the wall and providing an estimate for repair.
There was also a discussion of vegetation plantings to use near the wall as a sound barrier, with Field Manager Pepin’s input. The Board decided to table this until the next meeting.
E. Lake 6 Shoreline Stabilization Update
District Manager Teague stated that they have not received the LDO from the County, because they had asked for more detail and would not accept Engineer McCleary’s signature, so District Manager Teague has prepared an authorization that he can sign and send in. In addition, Engineer McCleary stated that the County did not approve the use of #4 stone, because it is a single family residential area, so it has been changed to crushed shell.
F. Aeration Upgrade Follow-Up
Field Manager Pepin stated that Solitude is completing the project, and he will be inspecting their work to ensure that they have complied with the agreement, which stipulates that all are new products and all are operational. The invoices will not be paid until all of the requirements are met.
G. Lake 8 & Lake 10 N Fountain Installations
Field Manager Pepin stated that they are waiting for FPL to install the meters before completing the installations.
H. Construction Issues at 9551 Via Lago Way
Field Manager Pepin reported that they had received a quote from Pristine Lakes for basic restoration at the cost of $8,750, and staff had sent a letter on June 6th, along with the quote, to the resident, asking them to complete the restoration as soon as possible. If there is no response, Attorney Hart will draft a follow up letter. Chair Dickey recommended that the District wait on shoreline restoration until the home construction is complete.
SIXTH ORDER OF BUSINESS New Business
A. New Wall Planning
Supervisor Stuart requested to speak with acoustic engineers, and the Board had no objection. Further discussion is tabled until a future date.
B. Aerator & Fountain Maintenance Proposals
Field Manager Pepin stated that Solitude had submitted their auto renewal request, and he had received proposals from Pristine Lakes and Lake Doctors for aerator and fountain maintenance.
Solitude’s quote was for the current amount at the cost of $3,992, but it did not include the 2 new aeration systems.
Pristine Lakes initial quote was for semi-annual aerator maintenance at $1,820. They subsequently quoted quarterly maintenance at $3,640. Their quote for semi-annual fountain maintenance was $3,150.
Lake Doctors quoted $3,600 for quarterly aerator maintenance, and $1,200 for semi-annual fountain maintenance. The quote was only for 7 fountains, but the community will have 9. Chris asked them for a revised quote, but he has not received a response.
Vice Chair Martin asked who he recommended, and Field Manager Pepin stated that he is very happy with his experience with Pristine Lakes, but he has had slow response from Lake Doctors. The only reason he would recommend Solitude is for warranty follow up on the new equipment they have installed. Supervisor Stuart asked if they could obtain warranty information from Solitude if the Board chose a different company, and District Manager Teague stated that they could. The Board chose Pristine Lakes, but will retain Solitude until the current project is complete.
On MOTION by Chair Dickey, seconded by Supervisor Stuart, with all in favor, the Board accepted the proposals from Pristine Lakes for aerator and fountain maintenance.
SEVENTH ORDER OF BUSINESS Field Manager
A. Field Manager’s Report
The Board had received the Field Report, and there were no questions.
B. Follow-Up Items
i. Storm Drain Inspection Update
Field Manager Pepin reported that the inspection found 34 structures that need to be cleaned out, as well as, some miscellaneous items, including cleaning catch basins near some landscaped areas. He asked Sewer Viewer to send a cleaning proposal and the map identifying the location of the structures on the golf course, so a vendor can bid on cleaning those structures.
On MOTION by Vice Chair Martin, seconded by Chair Dickey, with all in favor, the Board approved the cleaning of 34 structures in the stormwater system, not to exceed $30,000.
ii. Hurricane Ian Clean-up
Field Manager Pepin stated that Carter Fence should have the perimeter fencing repaired in the near future. District Manager Teague stated that this will be added to the FEMA reimbursement request. He also stated that the projects that will be submitted to FEMA include the wall, fence repair, debris cleanup and the stormwater system cleaning.
EIGHTH ORDER OF BUSINESS Attorney
There was no report from Attorney Hart.
NINTH ORDER OF BUSINESS Engineer
There was no report from Engineer McCleary.
TENTH ORDER OF BUSINESS District Manager
A. Proposed FY 2024 Budget
i. Resolution 2023-04 Approving Proposed Budget and Setting Public Hearing
District Manager Teague reviewed the proposed Budget and stated that the assessments will be generated at the existing level, with the cost for the golf course included, and that the excess revenue will be entered into R&M lakes. Because there will be an increase for the golf course, staff will work with Attorney Hart to draft a letter informing the residents of this increase.
District Manager Teague also stated that he will provide an accounting for construction fund spending.
On MOTION by Vice Chair Martin, seconded by Supervisor Stuart, with all in favor, the Board approved Resolution 2023-04 approving the proposed Budget and setting the public hearing for August 14, 2023 for adoption of the Budget.
B. Audit RFP Selection Process
District Manager Teague stated that it is required to ask for proposals from auditing firms every three years, and that this entails appointing themselves as the audit selection committee and considering the proposals 15 minutes before the August meeting. He also stated that staff will advertise the RFP and the meeting date.
On MOTION by Vice Chair Martin, seconded by Chair Dickey, with all in favor, the Board approved themselves as the audit selection committee, and set the meeting to consider proposals from auditors at 8:45 a.m. on August 14, 2023.
C. Potential Legislation Affecting Special Districts
The process for obtaining ethics training each year was discussed. District Manager Teague stated that he will provide more information at a later time.
There was no more audio due to technical issues.
ELEVENTH ORDER OF BUSINESS Supervisor Requests/Comments
Vice Chair Martin commented on the mowing of the berm, and he wondered if it will still be needed. This will be placed on next month’s Agenda.
TWELFTH ORDER OF BUSINESS Audience Comments
There were no Audience Comments.
THIRTEENTH ORDER OF BUSINESS Adjournment
The meeting was adjourned at 11:45 a.m.
The Audit Selection Meeting is scheduled for August 14, 2023 at 8:45 a.m.
The Next Regular Meeting and Budget Public Hearing is scheduled for August 14, 2023 at 9:00 a.m.