MINUTES OF THE APRIL 11, 2024 CORAL BAY
COMMUNITY DEVELOPMENT DISTRICT BOARD OF SUPERVISORS MEETING

Thursday, April 11, 2024
7:00 p.m.

Call to Order

Coral Bay Recreation Center 3101 South Bay Drive, Margate, Florida

The meeting was called to order at 7:00 p.m. in the Coral Bay Recreation Center.

Attendee Name	Title	Status	
Tony Spavento	Chairman	Present	
John Hall	Vice Chairman	Present	
Tina Hagen	Treasurer	Present	
Ronald Gallucci	Supervisor	Present	
Attendance in person were; Liza Smoker, District Counsel; Jonathan Geiger, District Engineer; Julio Padilla, GMS; Rich Hans, GMS, (by Zoom); Sal Perrone, Shinto Management; Aurelio Ramirez, Shinto Management, Robert McCormick, resident; William Gordon, resident; and several residents in attendance in any format.

(PLEASE NOTE: Due to audio recording difficulties, these minutes were summarized to the best of our ability)

Roll Call and Pledge of Allegiance
Mr. Spavento called the meeting to order. (Tape Time: 0:00:13)

Presentations/Reports
Mr. Spavento (Tape Time: 0:01:01) moved on to presentations and asked Mr.
Padilla if there were any presentations at this time.

April 11, 2024	Coral Bay CDD

Mr. Padilla stated (Tape Time: 0:01:15) Shinto Management was in attendance to introduce themselves and give some insight as to the new changes in the company.
Mr. Perrone introduced himself and gave a little bit of background information on Aurelio Ramirez, stating he would be the new account manager assigned to Coral Bay.
(At this point there was some discussion held among the Board members, staff, and Mr. Perrone relating to some of the current irrigation and landscaping issues and other related items, such as wet checks, flowers, etc.)

Audience Comments / Supervisors Comments
Mr. Spavento asked if there were any audience comments or Supervisor’s comments. (Tape Time: 0:07:28) (There were no comments at this time)
Mr. Spavento then (Tape Time: 0:07:35) requested item No. 6-E-3 under CDD Manager, discussion of parking sign on property across from Fay’s Cove pool be moved up on the agenda. (The Board had no objection to Mr. Spavento’s request)

6.	Staff Reports
E.	CDD Manager
3)	Discussion of Parking Sign on Property Across from Fays Cove Pool
Mr. Spavento (Tape Time: 0:08:10) stated at the last meeting the Board decided they would take a look at this item and he and Mr. Padilla went out last week to Mr.
Gordon’s residence and took a few pictures to show the Board.
At this point (Tape Time: 0:09:03) a discussion was held among the Board members, staff, and Mr. Gordon relating to this item along with the pictures provided. (The Board agreed the no parking sign on Seabreeze Lane to the right of Mr. Gordon’s front entry and yard was commercial looking, and the sign and post should be removed if there were no cars parking on the CDD portion of the Seabreeze property. The Board also decided to leave the existing sign on the Buena Vista side. Lastly, the Board decided to revisit the other signs in 90 days located in Port Antigua on Southwind Lane and Buena Vista Drive, and Fay’s Cove on Southwind Lane and Buena Vista Drive.
There are No Parking signs for vehicles not to park in these areas that belong to the CDD)

April 11, 2024	Coral Bay CDD

Item(s) for Board Consideration
Mr. Spavento (Tape Time: 0:29:09) moved to item No. 4, items for the Board’s consideration, and asked who would be presenting these items.
Solitude Annual Services Contract Renewal
Ms. Hagen (Tape Time: 0:29:24) asked if, given that Solitude was submitting a price increase, whether that price increase was incorporated into the 2025 budget.
Mr. Padilla stated (Tape Time: 029:29) it was included in the budget and the accountant was aware and had already added it to the budget. Therefore, this item was being presented to obtain Board approval for the requested 3% increase.
At this point (Tape Time: 0:30:03) a discussion was held among the Board members and Mr. Padilla relating to this item.

Tape time: 0:37:46

This item was tabled to the next Board meeting

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Tabling approval of Solitude’s annual service contract renewal with a 3% increase to the next Board meeting to obtain additional information as to the definition of trash (to understand
what trash removal would encompass).

MOTION:

Permit Application – 3128 Cape Cir
At this point (Tape Time: 0:39:12) a discussion was held among the Board members and staff relating to this item. (Ms. Smoker informed the Board the rules state a current survey is required to be attached to the application for lake bank restorations which was not attached, so the application was still incomplete for approval) The Board

April 11, 2024	Coral Bay CDD

agreed to approve the application subject to the survey and also payment of the non- refundable engineer inspection fee be provided per Rule 4.16.

Tape time: 0:47:39

The application for 3128 Cape Cir was approved subject to providing a current survey and payment of the non-refundable
permit fee of $500 for engineering inspections per Rule 4.16

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Accepting the permit application for 3128 Cape Cir subject to the homeowner providing a current survey to complete the application, and also providing payment of the non-refundable permit fee of $500 for engineering inspections per Rule 4.16 to
be in compliance with the rules.

MOTION:

Discussion of Implementing Meeting Time Limits
(This item was inadvertently skipped over at this time)

Appointment of Audit Selection Committee
Mr. Spavento (Tape Time: 0:51:14) moved to the next item, appointment of audit selection committee, and stated they would temporarily recess the regular CDD Board meeting to open the audit selection committee meeting.

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Audit Selection Committee Meeting
Opening Audit Selection Committee Meeting
Roll Call
Selection of Criteria for Evaluation
Authorizing of RFP
Adjournment
Mr. Padilla (Tape Time: 0:51:42) asked for a motion to open the audit selection committee meeting and then called the roll.

Tape time: 0:52:11

The Audit Selection Committee meeting was opened

RESULT:

All in favor

VOTE:

Tina Hagen

SECONDER:

John Hall

MOVER:

Opening the Audit Selection Committee Meeting

MOTION:

Mr. Padilla (Tape Time: 0:52:30) then gave a brief overview to the Board of the selection of criteria for evaluation.  He then stated that the Board was being requested to both approve the selection criteria and authorize the preparation of the RFP (Request for Proposals). Mr. Padilla asked for two separate motions to approve those two items.
At this point (Tape Time: 0:53:15) a discussion was held among the Board members and staff relating to the criteria for evaluation and the RFP.
Mr. Hans (Tape Time: 0:53:52) stated the criteria for evaluation were the same as what was used in the past and then gave a brief summary and explanation of the five different criteria items included in the agenda.

MOTION:

Approving the presented selection criteria for evaluation

MOVER:

Tina Hagen

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SECONDER:

John Hall

VOTE:

All in favor

RESULT:

The presented selection criteria for evaluation was approved

Tape time: 0:55:48

Mr. Hans (Tape Time: 0:55:55) then gave a brief explanation of the RFP which was also included in the agenda.

Tape time: 0:56:30

The RFP (Request for Proposals) was approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Authorizing the advertisement for RFP (Request for Proposals)

MOTION:

Mr. Spavento (Tape Time: 0:51:42) asked for a motion to adjourn the audit selection committee meeting.

Tape time: 0:57:06

The Audit Selection Committee meeting was adjourned

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Adjourning the Audit Selection Committee Meeting

MOTION:

April 11, 2024	Coral Bay CDD

Staff Reports
Mr. Spavento (Tape Time: 0:57:19) moved to the next item, staff reports, and stated the Board was now back at the regular CDD meeting. Mr. Spavento then asked Ms. Smoker for her report.

Attorney
Ms. Smoker (Tape Time: 0:57:29) gave a brief update on a couple of housekeeping matters, one of which was to ratify the acceptance certificate with Cannon Financial Services Agreement from Envera. (Note: This is for the repayment of the capital expense for the equipment associated with the District’s new Envera-related equipment.)

Tape time: 0:58:19

Ratifying the execution of the acceptance certificate with Cannon Financial Services Agreement from Envera was
approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Ratify the execution of the acceptance certificate with
Cannon Financial Services Agreement from Envera

MOTION:

Ms. Smoker (Tape Time: 0:59:33) stated the second item was on the Empire Lighting Agreement, which was still pending. She added that if the Board wished to move forward, they would need to approve the addtional amount of $1,850 requested from the contractor for the cost for the lighting photometric survey.
At this point (Tape Time: 1:00:23) a discussion was held among the Board members and staff relating to this item.

April 11, 2024	Coral Bay CDD

Tape time: 1:08:09

The additional amount from Empire Lighting in the
amount of $1,850 was approved

RESULT:

All in favor

VOTE:

Tina Hagen

SECONDER:

John Hall

MOVER:

Approve additional amount requested from Empire Lighting for the cost for lighting photometric survey in the
amount of $1,850

MOTION:

Engineer
Mr. Spavento asked (Tape Time: 1:09:27) Mr. Geiger to present his item.
Mr. Geiger (Tape Time: 1:09:30) stated he only had one item since the Board had already addressed the permit items that were included in the agenda. He stated he was currently working on the tennis court resurfacing efforts and was trying to get proposals. One of the items that came up when he reached out to some of the companies was what striping was to be put back on the courts since there was prior Board discussion of pickleball courts. Mr. Geiger stated he would need direction from the Board as to whether they wanted the striping for two tennis courts or wanted to explore switching to pickleball court striping.
At this point (Tape Time: 1:09:58) a discussion was held among the Board members, staff, and Mr. Geiger relating to this item.

MOTION:

Approve changing one side of the tennis courts to two pickleball courts and leave the other side as a tennis
court

MOVER:

John Hall

SECONDER:

Ron Gallucci

April 11, 2024	Coral Bay CDD

VOTE:

2 in Favor, (John Hall, Ron Gallucci) 2 opposed (T.
Hagen, T. Spavento)

RESULT:

Motion fails

Tape time: 1:13:16

At this point (Tape Time: 1:17:08) some additional discussion was held among the Board members relating to this item.

Tape time: 1:22:31

To obtain proposals on dual courts for pickleball and
tennis ball courts for a total of 2 courts was approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Approve obtaining proposals on dual courts for pickleball
and tennis ball courts for a total of 2 courts

MOTION:

(The Board agreed to bring this item back to the next meeting with additional information and pricing)

Treasurer
Approval of Check Run Summary and Invoices
Acceptance of Unaudited Financials
(A copy of the unaudited financials was enclosed)
Mr. Spavento asked for any questions, or a motion to approve the financials.
(Tape Time: 1:24:21)
Ms. Hagen (Tape Time: 1:24:41) made a few comments relating to the check run summary stating the first 3 checks on the check run which included the Envera check had already been approved and paid by GMS, so the checks being approved by the

April 11, 2024	Coral Bay CDD

Board would start with check #20189 through #20210. She also stated she sent her report to Mr. Gill to distribute to the Board which contained a table showing the result of all of the payment negotiations and had also printed hard copies to hand out at the meeting to the Board. Ms. Hagen then gave a brief summary of her report stating she was able to negotiate with Envera for a courtesy discount of about $11,000.
Additionally, the bills had been reduced by roughly $9,000 which was in billing errors due to Envera having billed at their old rate after the new contract went into effect.
At this point (Tape Time: 1:28:44) a discussion was held among the Board members relating to a couple of items listed on the check run summary)

Tape time: 1:34:08

Check Run Summary and the unaudited financials were
approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Approve Check Run Summary and Invoices

MOTION:

Field Manager - Monthly Report
Mr. Spavento asked Mr. Padilla for his monthly report. (Tape Time: 1:34:30)
Mr. Padilla (Tape Time: 1:34:58) gave a brief update on some of the items listed on his field manager’s report relating to lakes and canals, landscaping, and community items.
At this point (Tape Time: 1:42:25) a discussion was held among the Board members and staff relating to some of the items on the field manager’s report and any updates referenced in the report.

(DIRECTION: The Board directed staff to have Mr. Gill inform the Board if letters were mailed or not mailed relating to the easement encroachments and put this item on

April 11, 2024	Coral Bay CDD

the agenda for the next meeting. Ms. Hagen requested to add another column to the field manager’s report stating the date when items are approved by the Board or Management, and also the completion date of that item. Also, Mr. Padilla informed the Board the tire stops and road markings at the clubhouse, tot lot, and tennis courts parking lots would be painted from April 15 through 17. The Board gave direction to obtain a proposal to re-stripe the rest of the community)

CDD Manager
Approval of the Minutes of the March 14, 2024 Meeting
Mr. Spavento asked (Tape Time: 2:22:32) for a motion to approve the minutes. Mr. Padilla (Tape Time: 2:22:40) stated there was an item in the minutes where
Ms. Smoker suggested more information would need to be added.
Ms. Smoker (Tape Time: 2:23:05) stated on page 5 under the item sprinkler application review, lake water sprinkler system, the property address should be added to that item for the record.
Ms. Hagen (Tape Time: 2:25:17) noted that on page 3 of the minutes, it states that Mr. Spavento stated the item about what to do when meetings were running overly long should be put on next month’s agenda, and that was one of the items she had asked about but never made it on the agenda.
Ms. Hagen also stated at the bottom of page 3 there was a note that the Lake Maintenance Easement application does not include the CDD as one of the entities for which approval is required and that the CDD is in fact one of those entities whose approval is required. Ms. Hagen stated that since this application is a City of Margate form that was included in the agenda package at the last meeting, perhaps someone should inform the City of Margate that they should change the wording on their form appropriately.
Ms. Hagen also made a correction at the bottom of page 4 stating in the sentence that if an encroachment agreement was required, that should say, “subject to the City’s approval notation”.

April 11, 2024	Coral Bay CDD

Ms. Hagen also stated at the bottom of page 6, that should say, Mr. Flak from Envera Systems gave a brief summary of the final inspection results (not report) and stated he had not yet seen Mr. Mizusawa’s report. The use of the term report in both places caused the statement to not make sense.

Tape time: 2:30:10

The March 14, 2024 meeting minutes with the indicated
changes as amended were approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Approve the Minutes of the March 14, 2024 Meeting as
amended

MOTION:

Updates on:
Envera Invoices
Shinto Landscape Responsibilities
Ms. Hagen (Tape Time: 2:30:22) stated Envera invoices and Shinto Landscape responsibilities had already been discussed.
Discussion of Parking Sign on Property Across from Fay’s Cove Pool
Ms. Hagen (Tape Time: 2:30:42) stated that discussion of the parking sign on property across from Fay’s Cove pool was also addressed earlier.
Ms. Hagen (Tape Time: 2:30:55) also stated since the Board had previously decided not to print colored pictures, she was requesting that any black and white pictures that came out black after printing (such as the ones for the property being discussed) should probably be left out of the hard copy agendas and just a notation on the agenda that color copies are available on the electronic version of the agenda. (The Board had no objection to Ms. Hagen’s suggestion)

April 11, 2024	Coral Bay CDD

Discussion of Ongoing Website Update
Ms. Hagen (Tape Time: 2:31:58) stated the last two items on the agenda were her items.  Ms. Hagen then gave a brief update relating to the ongoing website and what she had done with the new website. She stated that she would re-send the mock- up of the website under the GMS template and suggested the Board members take another look at the mock-up versus our current site and give any input to GMS. She also noted that some of the pages had been edited to be shorter and clearer in the mock-up and stated that those revised pages could exist under either the GMS template design or the existing site, and requested input regarding the versions as well.

4.	Item(s) for Board Consideration
C. Discussion of Implementing Meeting Time Limits
Ms. Hagen (Tape Time: 2:38:21) stated there was only one other item left on the agenda, which was the discussion of the meeting time limits. She stated she felt very strongly about the meeting time limits. She noted that #1, that GMS is not exclusive to just Coral Bay, that both they and the attorney normally have meetings and other business that they need to prepare for and/or conduct the next day. She also stated, #2 that she did not think at least some Board members function very well after a certain point in the meetings when the meetings run too long … and so she was suggesting the Board pick a time to end the meetings whether that be 10:00 p.m. or 10:30 p.m. but, if the meeting goes beyond that time period, the meeting should be adjourned to a date and time certain if necessary.
At this point (Tape Time: 2:40:01) a discussion was held among the Board members relating to this item. (The Board agreed there was nothing wrong with any Board member making a motion to adjourn the meeting if the meeting ran too long or for a Board member to leave if there were still a quorum present.  However, some members felt that scheduling everyone to come back for another meeting might be an issue) (The Board agreed it was a good idea but, before any decision could be made they would need to find which day Management staff, attorney and engineer would be available for a 2nd meeting if the meeting runs too long) (The Board agreed to bring this item back to the next meeting)

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7.	Adjournment

Tape time: 2:49:21

Meeting adjourned at 9:50 p.m.

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Adjourn the Meeting

MOTION:

Secretary/Assistant Secretary

Chairman/Vice Chairman