WEST VILLAGES IMPROVEMENT DISTRICT CITY OF NORTH PORT SARASOTA COUNTY REGULAR BOARD MEETING JANUARY 27, :00 A.M.

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1 WEST VILLAGES IMPROVEMENT DISTRICT CITY OF NORTH PORT SARASOTA COUNTY REGULAR BOARD MEETING JANUARY 27, :00 A.M. Special District Services, Inc. The Oaks Center 2501A Burns Road Palm Beach Gardens, FL Telephone 877.SDS.4922 Toll Free Facsimile

2 A. Call to Order AGENDA WEST VILLAGES IMPROVEMENT DISTRICT City of North Port City Commission Meeting Room 4970 City Hall Boulevard North Port, Florida REGULAR BOARD MEETING January 27, :00 a.m. B. Proof of Publication Page 1 C. Establish Quorum D. Additions or Deletions to Agenda E. Comments from the Public for Items Not on the Agenda F. Approval of Minutes 1. December 16, 2014 Regular Board Meeting Minutes..Page 3 G. General District Matters 1. Presentation Regarding Bonds & Plan of Improvements.Page 7 Audience Comment 2. Discussion Regarding NPDES Permitting in the District Audience Comment 3. Discussion Regarding FEMA Flood Maps...Page 18 Audience Comment 4. Discussion Regarding Reclaim Water from the Englewood Water District Page 20 Audience Comment H. Unit of Development No Consider Street Light Bulb Replacement Options Page 31 Audience Comment I. Unit of Development No Update Regarding Sod Replacement Audience Comment J. Unit of Development No Discussion Regarding Maintenance Obligations Audience Comment K. Administrative Matters 1. Financial Report...Page Operations Manager Report L. Miscellaneous Consultant Reports M. Board Member Comments N. Adjourn

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5 A. CALL TO ORDER WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING DECEMBER 16, 2014 The December 16, 2014, Regular Board Meeting of the West Villages Improvement District was called to order at 11:00 a.m. in the City of North Port City Commission Meeting Room located at 4970 City Hall Boulevard, North Port, Florida B. PROOF OF PUBLICATION Proof of publication was presented that notice of the Regular Board Meeting had been published in the Sarasota Herald-Tribune on September 24, 2014, as part of the District s Fiscal Year 2014/2015 Regular Meeting Schedule, as legally required. C. ESTABLISH A QUORUM It was determined that the attendance of the following Supervisors constituted a quorum and it was in order to proceed with the meeting: Chairman Martin Black Present Vice Chairman Rick Stevens Present Supervisor Brian Watson Present Supervisor Ed Suchora Present Supervisor Bob Rossman Present Staff members in attendance were: District Manager Todd Wodraska Special District Services District Manager Mike Rosen Special District Services General Counsel Kenneth Edwards Caldwell Pacetti Edwards Schoech & Viator LLP District Engineer Bill Conerly Kimley-Horn & Associates D. ADDITIONS OR DELETIONS TO THE AGENDA There were no additions or deletions to the agenda. E. COMMENTS FROM THE PUBLIC FOR ITEMS NOT ON THE AGENDA There were no comments from the public for items not on the agenda. F. APPROVAL OF MINUTES 1. November 4, 2014, Regular Board Meeting The November 4, 2014, Regular Board Meeting minutes were presented. Page 3

6 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING DECEMBER 16, 2014 A motion was made by Mr. Rossman, seconded by Mr. Stevens to approve the minutes of the November 4, 2014, Regular Board Meeting, as presented. Upon being put to a vote, the motion carried unanimously. G. UNIT OF DEVELOPMENT NO Consider Resolution No Designating Specified Board Members as Signers Regarding Permit Application Resolution No was presented, entitled: RESOLUTION NO RESOLUTION OF THE BOARD OF SUPERVISORS OF WEST VILLAGES IMPROVEMENT DISTRICT, CITY OF NORTH PORT, SARASOTA COUNTY, FLORIDA, DESIGNATING AUTHORIZED REPRESENTATIVES TO EXECUTE PERMIT APPLICATIONS ON BEHALF OF THE DISTRICT; SETTING AN EFFECTIVE DATE A motion was made by Mr. Stevens, seconded by Mr. Suchora and passed unanimously to adopt Resolution No , as presented. There were no public comments regarding Resolution No Policy 2. Consider Resolution No Designating Adoption of Purchase Order Resolution No was presented, entitled: RESOLUTION NO RESOLUTION OF THE BOARD OF SUPERVISORS OF WEST VILLAGES IMPROVEMENT DISTRICT, SARASOTA COUNTY, FLORIDA, ADOPTING AN AMENDED PURCHASE ORDER POLICY AND PROVIDING AN EFFECTIVE DATE Mr. Edwards presented the history and justification for the adoption of a Purchase Order Policy and cited the recent issue with the emergency pump repairs. Mr. Rossman asked if there is a vendor selection policy. Mr. Wodraska stated that this will be used basically for emergency situations. Mr. Conerly stated that in a situation such as the pump, we usually use a vendor the District has a relationship with. A motion was made by Mr. Rossman, seconded by Mr. Stevens and passed unanimously to adopt Resolution No , as presented. Page 4

7 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING DECEMBER 16, 2014 H. UNIT OF DEVELOPMENT NO Consider Cost Estimate for Street Lighting Mr. Conerly presented a report/quote from Nostalgic Lampposts and Mailboxes Plus dated December 10, 2014, indicating that there are approximately 41 lights out of 202 not operating with an estimated cost not to exceed $5,945. The River Road Monument lighting repairs will cost $375 for brackets and lights not to exceed $875. US 41 Towers light repairs not to exceed $625 and US 41 palm tree lights not to exceed $965. Chairman Black suggested that the bracket repairs of $375 should be not to exceed as well. A motion was made by Mr. Rossman, seconded by Mr. Stevens and passed unanimously approving the above referenced repairs with a not to exceed of $8,785. There was no public comment regarding this matter. I. UNIT OF DEVELOPMENT NO Continued Discussion Regarding Well Usage Agreement for Supplemental Irrigation Water Mr. Wodraska presented to the Board the history of the re-use water issues with Englewood Water District, which supplements the irrigation water from the ponds. The Agreement with Englewood states the District could get 600,000 gallons per day, if available. Mr. Black questioned the definition of if available. Mr. Wodraska will research the Agreement and the availability language. Mr. Edwards suggested that we obtain direction from the Board in order for the District Engineer to move forward with discussions with Englewood. Mr. Conerly stated that Englewood had advised him that they are simply not producing enough re-use water due to lack of use. Mr. Black suggested that Mr. Wodraska oversee this research with Englewood. J. UNIT OF DEVELOPMENT NO. 3 Mr. Wodraska reported that Lennar will be submitting a few items for the Board s review and approval. K. ADMINISTRATIVE MATTERS 1. Consider Payment Requisitions Mr. Conerly presented Invoice #461 for Unit 3 in the amount of $165. A motion was made by Mr. Stevens, seconded by Mr. Rossman and unanimously passed to approve Invoice #461, as presented. 2. Financial Report Mr. Wodraska presented a snapshot financial report to the Board for all units with no issues to date. The Fund balances and Bond Construction funds remaining are under review. The Town Center parcel in Unit 2 is still in default. 3. Operations Manager Report Page 5

8 WEST VILLAGES IMPROVEMENT DISTRICT REGULAR BOARD MEETING DECEMBER 16, 2014 There was no Operations Manager Report at this time. 4. Discussion Regarding Seeking Proposals for District Engineering Services A discussion ensued regarding the Board authorizing District management to prepare a RFQ for District Engineering Services. Mr. Wodraska explained Florida law and procedures regarding what can be asked in an RFQ. He indicated that they are permitted to request qualifications. A consensus of the Board was to have the District Manager move forward with the RFQ. Mr. Edwards suggested that a Qualification Committee be used and a Selection Committee be selected today. Said Selection Committee is made up of the following persons: one Board Member; the District Manager; and the Operations Manager. The Board consensus was to move forward with this action as well. L. MISCELLANEOUS CONSULTANT REPORTS Mr. Conerly reported that Peter van Buskirk, from his firm, would be taking over for him. M. BOARD MEMBER COMMENTS Mr. Suchora commented that the landscaping along US 41 should be a priority since this area is the main focus when approaching the District, so that it creates a sense of place. Mr. Rossman questioned whether the sod issues along US 41 had been resolved. Mr. Conerly indicated that they have not yet been resolved. Mr. Black stated that there is a need to review the District Plan of Improvement and an overview of the existing Agreements and improvements with the City. N. ADJOURNMENT There being no further business to come before the Board, the meeting was adjourned at 12 o clock (noon). There were no objections. Secretary/Assistant Secretary Chair/Vice-Chair Page 6

9 January 27, 2015 Page 7

10 1. Form Unit of Development 2. Identify potential Improvements 3. Produce Plan of Improvements 4. Allocate Benefits and costs thru Methodology Report 5. Issue Bonds Page 8

11 8,194 acres All land in City of North Port Tied to General Principles of Agreement Assessment is based on ½ acre or less Page 9

12 Par Amount $ million Interest Rate: 5.50% Maturity Date: 05/01/ Annual assessment = $ Page 10

13 Element/Improvement Estimated Cost Master Planning $1,500,000 Major Thoroughfare Enhancement $7,583,000 Gateway Features $3,640,000 Regional Parks $5,465,000 General Government Contributions $5,961,000 Engineering, Legal, Admin $2,591,000 Contingencies $2,290,000 Total $29,030,000 Remaining Funds Available: $17,715,026 Page 11

14 Includes 3 main developments Development Acreage No. of Dwelling Units IslandWalk ,869 Gran Paradiso 1, ,999 Town Center (Publix) plus Commercial and office Page 12

15 Par Amount $38million Interest Rate: 5.80% Maturity Date: 05/01/ Annual assessment Islandwalk= $398 Gran Paradiso = $446 - $338 Page 13

16 Element/Improvement Estimated Cost Water and Sewer $8,566,875 Roads and Intersections $14,154,183 Engineering, Legal & Admin $5,036,418 Contingencies $4,163,621 Total $31,921,097 Remaining Funds Available: $1,220,306 Page 14

17 Only Gran Paradiso Lennar owns bonds and project POA owns/maintains the Clubhouse Assessments revised lower in 2014 WVID owns entry feature Page 15

18 Par Amount $40.84 million Interest Rate: 5.50% Maturity Date: 05/01/ Annual Assessment Range:$1,456- $597 Page 16

19 Element/Improvement Estimated Cost Site Civil $18,681, Community Center $8,900, Entry Feature $1,584, Offsite Irrigation Main $967, Primary Elect UG $229, US 41 Intersection $343, Landscaping $500, Engineering, Legal and Administrative $3,565, Remaining Funds Available: $579,515 Page 17

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33 From: horn.com horn.com] Sent: Wednesday, January 21, :07 PM To: Todd Wodraska Subject: FW: WVID PO'S Todd, Two POs for Nostalgic. The U2 is for street light bulb replacement along with some fuses and ballasts. I have reviewed and approve. The other is for tree up lighting. This PO covers purchasing 45 Beacon up lights to replace the 40 existing non Beacon up lights when they no longer function and the cost to replace them. I think this has to go to the Board for approval due the amount correct? There are options to weigh out with this issue. I would present this with three options 1. Purchase all the lights now and replace all the old lights so the up lighting is completely uniform. There will be approximately 5 extra lights that Nostalgic would keep on hand in case they need to replace one due to damage or failure. The lights have a 5 year warranty so the thought is, should a light malfunction in that period, Nostalgic could replace it with one from inventory and send the other back for warranty exchange. Pros of this option are; all the lights look uniform up and down the road, they are LED and require less power to operate so you receive the reduction in operating costs up front, they will be under a 5 year warrantee, we would receive a 40% +/ discount on installation. Cons of this option are; upfront cost and we basically throw away the existing functional lights. 2. Purchase all lights now but replace existing lights as they expire or are damaged (which happens probably more than it should but that s another discussion). Nostalgic would keep the lights in inventory and charge the full $55 per light when installed. Pros of this option are; we have all the lights ready to go with no lag time for manufacturing, no concern of discontinued model, and we get all the remaining life from the existing lights. Cons are; up front costs and hopes that Nostalgic is around to install all the lights when needed ( The District could possibly store the lights to maintain control of inventory), don t get the immediate overall benefit of efficient light operating costs, and non uniform look until they are all replaced. 3. Purchase lights in smaller groups and replace as existing lights expire. The District could purchase in batches of 5 to 10 and replace in smaller groups as some lights expire or on a light by light basis. Pros are; least amount of outlay, still get most of the useful life out of the existing lights. Cons are the possibility of a discontinued model before the existing old lights are all replaced, and pretty much all the cons in #2 above. I believe Mike Smith will be providing a report on this before the end of the month. We can discuss on the call this Friday. our new address Main Street, Suite 200, Sarasota, FL Peter T. Van Buskirk, P.E. (FL), AICP Kimley-Horn and Associates, Inc Main Street, Suite 200 Sarasota, Florida Ph: (941) Mobile: (941) peter.vanbuskirk@kimley-horn.com Please consider the environment before printing this Page 31

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36 WEST VILLAGES IMPROVEMENT DISTRICT (ALL UNITS) District Proper Unit 1 Unit 2 Unit 3 All Units Projected Projected Projected Projected Projected Year End Year End Year End Year End Year End With Roll Overs With Roll Overs With Roll Overs With Roll Overs With Roll Overs 10/1/14-12/31/14 10/1/14-12/31/14 10/1/14-12/31/14 10/1/14-12/31/14 10/1/14-12/31/14 REVENUES ADMIN & MAINT ASSESSMENTS 126, ,695 19,823 14, ,077 DEBT ASSESSMENTS (UNIT 1) 0 1,036, ,036,948 DEBT ASSESSMENTS (UNIT 2) , ,278 DEBT ASSESSMENTS (UNIT 3) , ,127 DEVELOPER CONTRIBUTION INTEREST INCOME OTHER REVENUES BOND PREPAYMENTS PREPAYMENTS SENT TO TRUSTEE Total Revenues $ 127,162 $ 1,147,642 $ 394,100 $ 160,256 $ 1,829,160 EXPENDITURES INFRASTRUCTURE MAINTENANCE 0 28,948 31,405 22,949 83,301 ENGINEERING 7, ,522 MANAGEMENT 14,864 3,001 3,001 3,001 23,868 SECRETARIAL LEGAL 11,114 4, ,868 19,710 METHODOLOGY ,000 10,000 ASSESSMENT ROLL AUDIT FEES ARBITRAGE REBATE FEE RENTS & LEASES 1, ,500 INSURANCE 32, ,337 LEGAL ADVERTISING MISCELLANEOUS 1, ,040 POSTAGE OFFICE SUPPLIES FPL Maint-Mowing Maint-Irr/Pump Station Lake & Mitigation Miant Maint-Road/Street Lights DUES & SUBSCRIPTIONS TRUSTEE FEES CONTINUING DISCLOSURE FEE CONTINGENCY / U3 CLUBHOUSE CLOSING CONSTRUCTION COST Total Expenditures $ 69,294 $ 37,236 $ 36,015 $ 40,660 $ 183,205 EXCESS OR (SHORTFALL) $ 57,868 $ 1,110,406 $ 358,086 $ 119,596 $ 1,645,955 PAYMENT TO TRUSTEE (UNIT 1) 0 (980,983) 0 0 (980,983) PAYMENT TO TRUSTEE (UNIT 2) 0 0 (354,373) 0 (354,373) PAYMENT TO TRUSTEE (UNIT 3) (138,932) (138,932) BALANCE $ 57,868 $ 129,424 $ 3,713 $ (19,336) $ 171,668 COUNTY APPRAISER & TAX COLLECTOR FEE (1,817) (16,492) (5,581) (2,103) (25,992) DISCOUNTS FOR EARLY PAYMENTS (5,007) (45,448) (15,378) (5,795) (71,627) NET EXCESS/SHORTFALL $ 51,044 $ 67,484 $ (17,246) $ (27,234) $ 74,048 Un-Audited September 30, 2014 EOY Net $ 529,067 $ 1,380,596 $ (105,009) $ (279,287) $ 1,525,367 Un-Audited FY EOY Net $ 145,023 $ 331,528 $ 1,318,985 $ 565,006 $ 2,360,540 Current Fund Balance $ 725,134 $ 1,779,607 $ 1,196,730 $ 258,485 $ 3,959,956 BOND - Construction Funds Remaining $ 17,715,026 $ 1,220,306 $ 597,515 Page 34