MINUTES OF THE MARCH 14, 2024 CORAL BAY
COMMUNITY DEVELOPMENT DISTRICT BOARD OF SUPERVISORS MEETING

Thursday, March 14, 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; Andrew Gill, GMS; Julio Padilla, GMS; John Flak, Envera Systems; Wayne Morton, resident; Fred Bourdin, resident; William Gordon, resident; and several residents in attendance in any format.

Roll Call and Pledge of Allegiance
Mr. Spavento called the meeting to order. (Tape Time: 0:00:02)

Presentations/Reports
(No presentations were scheduled for this meeting)

Audience Comments / Supervisors Comments
Mr. Spavento asked if there were any audience comments or Supervisor’s comments at this time. (Tape Time: 0:00:38)

March 14, 2024	Coral Bay CDD

Mr. Spavento (Tape Time: 0:00:45) commented they would try to stick to the agenda as much as possible so the meeting could finish at a reasonable hour. (The Board agreed with Mr. Spavento’s comment)
Mr. Fred Bourdin (Tape Time: 0:01:19) made a few comments relating to making Southwind Lane a one-way street for additional parking.
Mr. Spavento (Tape Time: 0:03:16) asked if there were any other resident comments.
Mr. William Gordon (Tape Time: 0:03:20) made a few comments on the no parking signs put along Southwind and the lot next to his.
Ms. Hagen (Tape Time: 0:04:39) stated the rules for the CDD were that there is no parking on District property and that the outside piece of land was District property.
At this point (Tape Time: 0:09:33) a discussion was held among the Board members and Mr. Gordon relating to his comments.
Mr. Spavento (Tape Time: 0:13:49) asked if there were any other resident comments at this time. (There were none) He then asked for any Supervisor's comments.
Mr. Hall (Tape Time: 0:14:06) stated that since his HOA and some of the other HOAs have virtual hybrid meetings, the signs that they put out include the ZOOM information. He further stated that the CDD signs do not currently have the ZOOM information on their signs but, that the CDD meetings might get more attendance and participation if the ZOOM information was on the CDD signs.
At this point (Tape Time: 0:14:43) a discussion was held among the Board members relating to this item. (The Board agreed to get new signs with ZOOM information and also a QR Code on them)
Ms. Hagen (Tape Time: 0:16:23) commented that when the Board has finished discussing an item, before moving to the next item, the Board should make sure a clear closure was reached for the first item; that is the first item was addressed, tabled, declined, voted on, or whatever the case might be. This should ensure that the minutes will show a conclusion at the end of each item. (The Board agreed with Ms. Hagen’s comments)

March 14, 2024	Coral Bay CDD

Ms. Hagen (Tape Time: 0:17:05) also stated she had a quick answer to a question that was asked at the previous meeting relating to the FICA budget line item and then gave a brief answer for the FICA line item. Ms. Hagen (Tape Time: 0:18:13) also stated that she had commented at the previous meeting, that since meetings had been running to 11PM rather regularly, the Board should consider having a time limit on CDD meetings. Her suggestion was that if a meeting ran to a certain time, the meeting should either be recessed and reconvened at a time and date certain or should be adjourned with the remaining items tabled to the next meeting. She further stated that if the meetings were consistently running late, perhaps the Board should consider meeting twice a month. She stated the overly long meetings were not only wearing the Board members down but, were inconsiderate to management and the other staff who have other clients and other business that they need to take care of the next day as well.
At this point (Tape Time: 0:19:35) a discussion was held among the Board members relating to this item. (The Board agreed with Ms. Hagen’s comments and Mr. Spavento stated this item should be put on next month’s agenda)

Item(s) for Board Consideration
Mr. Spavento (Tape Time: 0:22:11) moved to item No. 4, items for the Board’s consideration, and asked who would be presenting these permit application items.

Mr. Gill (Tape Time: 0:22:16) stated they had received 3 permit applications so far, and it was his understanding that none of them were in a position to present to the Board for final approval. Mr. Gill also referred to section 6-E-2, page 86 of the March Agenda pdf, and stated while Mr. Mizusawa was not in attendance, Mr. Mizusawa had provided a copy of the City of Margate’s easement affidavit for inclusion in the Agenda package. Mr. Gill then gave a brief explanation of this item stating this document also requires the CDD to provide approval prior to it being submitted to the City of Margate. (Note that the Lake Maintenance Easement application does not include the CDD as one of the entities for which approval is required, the CDD is in fact one of those entities)

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Mr. Gill stated he would like to streamline this process by pre-screening application packages for completeness prior to submitting for Board approval, as opposed to bringing permit applications to the Board that were not ready for the approval process.	That is, he would ensure that when the application is submitted to the Board, the entire package is presented, with the permit application, the HOA approval, the architectural design, any required easement affidavit, and any needed encroachment agreement – i.e., everything in one package at one meeting.
At this point (Tape Time: 0:23:42) a discussion was held among the Board members relating to this item. (The Board agreed with Mr. Gill’s comments)

Permit Application – Seawall Installation – 3128 Cape Cir (Incomplete)
At this point (Tape Time: 0:23:38) a discussion was held among the Board members and staff relating to this item. (The Board agreed, the rules state there are no seawalls allowed unless there are variances)
Mr. Geiger (Tape Time: 0:30:26) stated there is an alternative to the rules that were adopted if someone submitted something that was not in the permitted criteria, or not in the rules, he would just need to see the details to approve it with the variance, however, there was nothing in the submitted applications that were reviewable at this time.
Mr. Gill (Tape Time: 0:31:21) stated again for the record the homeowner would complete the District’s permit application which would include the HOA approval, and also required architectural drawings, any additional documentation the HOA required, and any needed completed easement form. Then that packet would be reviewed internally with the District engineer if necessary, and once management believes it’s ready to be submitted to the Board they would present that application to the Board for approval so the homeowner could go to the City of Margate to proceed. If an encroachment agreement was required, that agreement would be created and submitted for approval, with a “subject to the City’s approval notation”, as part of the package for Board approval. This means that once the City of Margate approves their

March 14, 2024	Coral Bay CDD

application, there will be no need for the package to be brought back to the Board for any final approval.
At this point (Tape Time: 0:32:10) a discussion was held among the Board members and staff relating to Mr. Gill’s statement) (Mr. Spavento (Tape Time: 0:32:11) stated that a tentative and final approval from the CDD Board was not necessary, one approval would suffice)

Permit Application Review – Lake Water Sprinkler System – 6410 Buena Vista Drive
At this point (Tape Time: 0:34:08) a discussion was held among the Board members relating to this permit application.

Tape time: 0:34:57

The permit application for the lake water sprinkler system for
6410 Beuna Vista Drive was approved

RESULT:

All in favor

VOTE:

Tina Hagen

SECONDER:

John Hall

MOVER:

Authorizing to approve the submitted permit application for the
lake water sprinkler system for 6410 Buena Vista Drive

MOTION:

Permit Application Review – 6768 Fern Street Driveway Expansion
At this point (Tape Time: 0:35:23) a discussion was held among the Board members and the attending residents relating to this permit application.
(DIRECTION: The Board requested (Tape Time: 0:40:07) staff to find out about the new rule from the City of Margate relating to spaces between driveways, and bring that back to the next Board meeting for discussion relating to this permit application)
Mr. Hall (Tape Time: 0:41:43) stated the CDD Board has never denied anyone a driveway extension in the swale if the HOA had approved it, along with a city permit, so

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if this application meets the city code, and the HOA approved it, he doesn’t have a problem making a motion to approve this application contingent upon verifying that it is within the new City of Margate code so the homeowner didn’t have to wait another month for CDD approval.

Tape time: 0:41:46

The permit application for driveway extension at 6868 Fern Street contingent on verifying the City of Margate’s new code
was approved

RESULT:

All in favor

VOTE:

Tina Hagen

SECONDER:

John Hall

MOVER:

Authorizing to approve the submitted permit application for 6768 Fern Street driveway extension contingent on verifying the City
of Margate’s new code

MOTION:

Envera Final Inspection Review
Mr. Spavento (Tape Time: 0:44:16) moved to item No. D, Envera final inspection review and asked for an update on this item.
Mr. Spavento (Tape Time: 0:44:20) stated he wanted to thank Mr. Mizusawa for all the work he’s done on this project. He also made a few additional comments on the inspection report stating he was not very happy with what was in the report since it was 6 months past when the job was supposed to be done. Mr. Spavento also stated during his inspection there was an item where Mr. Padilla had a very hard time moving the gate arm at one of the exits that was stuck in the closed position, and no one could leave Coral Bay. Mr. Spavento stated he would like to see certain things rectified that were listed on the report.
Mr. Flak from Envera Systems (Tape Time: 0:45:47) gave a brief summary of the final inspection results and stated he had not yet seen Mr. Mizusawa’s report. He

March 14, 2024	Coral Bay CDD

also made some additional comments relating to the gate arm picture that was provided in the agenda.
At this point (Tape Time: 0:46:57) a discussion was held among the Board members, staff, and Mr. Flak relating to his report. There was also some additional discussion relating to Mr. Mizusawa’s email which was provided in the agenda. (Mr. Flak stated he would take a look at the issues discussed at the meeting and would take care of those items)
(DIRECTION: The Board agreed with Mr. Mizusawa’s email to begin paying the monitoring fees to Envera for the new access control system.  The Board also requested that Ms. Hagen review the outstanding previous bills and the Board approved those bills subject to Ms. Hagen’s post-review concurrence)

Tape time: 0:55:40

Tina Hagen was appointed, on behalf of the CDD Board, to
review Envera’s outstanding unpaid invoices for monitoring fees and to make the final decisions of payment of those invoices.

RESULT:

All in favor

VOTE:

Tina Hagen

SECONDER:

John Hall

MOVER:

To appoint Tina Hagen, on behalf of the Board, to review
Envera’s outstanding unpaid invoices for monitoring fees and to make the final decisions of payment of those invoices.

MOTION:

Discussion of:
Mr. Spavento (Tape Time: 0:57:51) moved to the next item, discussion of the fiscal year 2025 draft budget.

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Fiscal Year 2025 Draft Budget
Ms. Hagen (Tape Time: 0:58:01) gave a brief overview relating to the 2025 draft general fund budget, the reserve fund, and the capital fund projects.
At this point (Tape Time: 1:09:36) a discussion was held among the Board members and staff relating to the FY2025 draft budget.

FY25 Contract Amendments
Mr. Spavento (Tape Time: 1:14:23) moved to the next item, discussion of the FY25 contract amendments.
Mr. Gill (Tape Time: 1:14:27) stated this item was covered under the budget
item.

Procedures for the General Election
Mr. Spavento (Tape Time: 1:14:34) moved to the next item, procedures for the general election.
Ms. Smoker (Tape Time: 1:14:46) stated this item was self-explanatory and was provided in the agenda package.

Staff Reports
Mr. Spavento asked Ms. Smoker for her report on the unrecorded encroachment. (Tape Time: 1:15:15)

Attorney – Unrecorded Encroachment
Mr. Gill (Tape Time: 1:15:22) stated this was an item that he and Ms. Smoker were working on together. There was an unrecorded encroachment from 2006, and they obtained some of the minutes from 2006 and are reviewing those to get more information on this item and try to have it recorded.
Ms. Smoker (Tape Time: 1:15:39) also gave a brief update on this item stating this was put on the agenda because she came across it and wanted to bring it to the attention of the Board. She then continued with a few additional comments relating to this item.

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At this point (Tape Time: 1:17:25) a Q&A session was held among the Board members and Ms. Smoker relating to this item. (Ms. Smoker (Tape Time: 1:18:17) suggested the best approach would be to try to obtain the February 9, 2006 meeting minutes, which was before GMS took over the District, just to double check the encroachment agreement or speak to the owner to see if they have the original agreement and find out why it was never recorded)

	Engineer – Discussion of 2024 KCI Hourly Rates
Mr. Spavento asked (Tape Time: 1:19:40) Mr. Geiger to present his item.
Mr. Geiger (Tape Time: 1:19:58) gave a brief overview of the 2024 KCI hourly rates, stating their rates were going up this year, and the rate schedule was included in the agenda. He then asked the Board for a motion to approve the new rate schedule.
At this point (Tape Time: 1:22:15) a discussion was held among the Board members, staff, and Mr. Geiger relating to this item.

Tape time: 1:26:49

The 2024 KCI hourly rate schedule effective October 1,
2024, was approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Approve the 2024 KCI hourly rate schedule effective
October 1, 2024

MOTION:

Mr. Geiger (Tape Time: 1:27:21) also gave a brief update on his findings for the resurfacing of the tennis court area, stating they took a couple of boring samples on the outside of the tennis court area and found that area was between 2’ and 6’ below grade which was unsuitable silt material and was prone to compression. He believed there was a lot of construction debris out there, and stated he did let GMS know that as part

March 14, 2024	Coral Bay CDD

of moving forward with the resurfacing, the geotech report did outline excavating that portion of the material and replacing it with proper fill.  Mr. Geiger added that he believed that the geotech’s recommendation was appropriate and would involve cutting open the court in about a 15’ X 15’ area and then removing and replacing the unsuitable material. Mr. Geiger stated he would have further updates relating to this item on the next agenda.
At this point (Tape Time: 1:30:25) a discussion was held among the Board members, staff, and Mr. Geiger relating to this item. (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:	1:37:20)		
MOTION:		Approve Check Run Summary and Invoices	
MOVER:		Tina Hagen	
SECONDER:		John Hall	
VOTE:		All in favor	
RESULT:		Check Run Summary and unaudited financials were approved	
Tape time: 1:37:22	

Field Manager - Monthly Report
Mr. Spavento asked Mr. Padilla for his monthly report. (Tape Time: 1:41:57)
Mr. Padilla (Tape Time: 1:42:12) asked if the Board had any questions on the field report.

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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.
Mr. Gill (Tape Time: 1:42:47) stated on item #2 of the report, that he now has Board approval to pre-screen all permits that require CDD approval to ensure that there is a complete package before submitting the package to the Board for approval. In the case of items relating to the District easements and encroachments, he will also ensure that the approval letter for that is drafted, with approval subject to City of Margate approval, and included in the package. The objective would be to ensure that there is no need to obtain any Board approval once the City approval is obtained.
Mr. Hall (Tape Time: 1:43:33) stated there were approximately 37 homes on the survey that have some kind of construction, whether it was a fence, a dock, a deck, etc., and, if the Board agrees, he suggests sending a letter to those homeowners stating if the HOA approved that construction, and if the homeowner was willing to go to the City of Margate to get an after-the-fact permit to verify it was built to code, then the owner(s) could enter into an encroachment agreement with the District, confirming that their structure does not have to be removed and can stay there subject to standard encroachment agreement terms.
At this point (Tape Time: 1:46:32) a discussion was held among the Board members relating to Mr. Hall’s statement. (The Board agreed with Mr. Hall’s suggestion and had no objection)
(DIRECTION: The Board directed staff to send a letter to all homeowners who had built a structure in the District easement and did not have an existing encroachment agreement.)

Mr. Gill (Tape Time: 1:51:27) gave some additional updates relating to a few other items on the field manager’s report, such as an update on the removal of coconut palms in the District, etc.
At this point (Tape Time: 1:51:43) some additional discussion was held among the Board members and staff relating to items on the field manager’s report.

March 14, 2024	Coral Bay CDD

CDD Manager
Approval of the Minutes of the February 8, 2024 Meeting
Mr. Spavento asked (Tape Time: 2:13:10) for a motion to approve the minutes.

Tape time: 2:13:13

The February 8, 2024 meeting minutes were approved

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Approve Minutes of the February 8, 2024 Meeting

MOTION:

Easement Affidavit with City of Margate
Mr. Spavento (Tape Time: 2:13:29) moved to item #2, the easement affidavit with the City of Margate, and asked for an update on this item.
Mr. Gill (Tape Time: 2:13:34) stated this item was discussed earlier at this meeting.

Update on Website
Mr. Spavento (Tape Time: 2:13:37) moved to item #3, update on the website, and asked for an update.
Mr. Gill (Tape Time: 2:13:43) stated that Ms. Hagen circulated the mockup of the website to each of the Supervisors.
Ms. Hagen (Tape Time: 2:13:48) stated she sent an email to make sure everyone had a chance to look at the mockup and if anyone had any comments, they could deliver those to Mr. Gill. Ms. Hagen then gave a brief update relating to the website and stated that, per the Board’s prior decision to have GMS take over the website responsibilities, she would be meeting with Joni from GMS to get the website transitioned over to GMS’ platform since Joni is the person that handles website issues for GMS.

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At this point (Tape Time: 2:14:51) a discussion was held among the Board members relating to this item) (The Board agreed to bring this item back to the next meeting as an agenda item)

Tape time: 2:29:27

Meeting adjourned at 9:30 p.m.

RESULT:

All in favor

VOTE:

John Hall

SECONDER:

Tina Hagen

MOVER:

Adjourn the Meeting

MOTION:

Adjournment

Chairman/Vice Chairman

Secretary/Assistant Secretary