MYRTLE CREEK IMPROVEMENT DISTRICT BOARD OF SUPERVISORS' MEETING MINUTES

FIRST ORDER OF BUSINESS	Roll Call to Confirm a Quorum

The Board of Supervisors' Meeting for the Myrtle Creek Improvement District was called to order on Tuesday, May 18, 2021, at 5:00 p.m. at Courtyard Orlando Lake Nona, 6955 Tavistock Lakes Blvd, Orlando, FL 32827.

Present:

Bob da Silva Kam Shenai John Lynaugh Marsha Leed Kyle Scholl

Chairperson Vice Chairperson
Assistant Secretary Assistant Secretary
Assistant Secretary	(via phone)

Also attending:

Jennifer Walden Lynne Mullins Amanda Lane Tucker Mackie Deborah Sier Jeff Newton Larry Kaufmann

PFM	(via phone)
PFM
PFM	(via phone)
Hopping Green & Sams
Hopping Green & Sams	(via phone) Donald W. McIntosh Associates, Inc.
Construction Supervisor & Construction Committee Member
(via phone)

Scott Thacker Matt McDermott Chris Wilson

District Landscape Supervisor Construction Committee Member Construction Committee Member

SECOND ORDER OF BUSINESS	Public Comment Period

Ms. Mullins asked for public comments. None were heard.

THIRD ORDER OF BUSINESS		Consideration of the Minutes of the April 20, 2021, Board of Supervisors' Meeting

Board Members reviewed the minutes from the April 20, 2021, Board of Supervisors' Meeting.

On Motion by Mr. da Silva, second by Mr. Lynaugh, with all in favor, the Board of Supervisors for the Myrtle Creek Improvement District approved the Minutes of the April 20, 2021, Board of Supervisors' Meeting.

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FOURTH ORDER OF BUSINESS		Letter from Supervisor of Elections - Orange County

Ms. Mullins explained she received a letter from the Supervisor of Elections - Orange County. The District is required to state on the record the number of registered voters within the District. As of April 15, 2021, the District has 2,342 registered voters. No action is required.

FIFTH ORDER OF BUSINESS		Consideration of District Management Fee Increase Letter for Fiscal Year 2021 & 2022

Ms. Mullins presented the District Management Fee Increase Letter for Fiscal Year 2021 and 2022. This item was discussed last year and was put on hold. The District shifted the amount into the Administrative Miscellaneous expense line item for consideration later in Fiscal Year 2021. The District Manager is respectfully requesting a $2,500 increase which would become effective June 1, 2021. The annual fee of
$42,500.00 would continue into Fiscal Year 2022 and is factored into the Fiscal Year 2022 budget. She added that the last increase was back in Fiscal Year 2018.

On Motion by Mr. Lynaugh, second by Mr. da Silva, with all in favor, the Board of Supervisors for the Myrtle Creek Improvement District approved the District Management Fee Increase Letter for Fiscal Year 2021 & 2022.

SIXTH ORDER OF BUSINESS		Consideration of Resolution 2021-04, Approving a Preliminary Budget for Fiscal Year 2022 and Setting a Public Hearing Date

Ms. Mullins explained the preliminary budgets are listed behind Tab 4 as an exhibit to the Resolution. The overall O&M budget has expenses of $1,009,565.28 with assessments remaining the same at $858,801.80 and a carryforward of $84,565.28. As a reminder, the District is approving the overall budget and the line items can be adjusted prior to the final budget being adopted. Also, the overall budget amount can always be reduced, but it cannot be increased after it is approved today. Along with approving the Preliminary Budget, District staff is suggesting August 17, 2021, at 5:00 PM at this location for the public hearing.

Ms. Leed raised a concern about District staff posting the budget only two days prior to the Budget Public Hearing. Ms. Mullins clarified that the budgets will be posted to the District website later in the week. She added that the District is only required to post it two days prior to the public hearing.

Mr. Shenai discussed that the on-roll assessment will be slightly lower per home because of the ERU. Ms. Mullins agreed.

Mr. Shenai had questions pertaining to the reserves and contingency line item. He did research and found Hillsborough County stated reserves and contingency cannot be more than 10% of the total revenues. He asked if that limit is applicable to the District. Ms. Mackie stated that it does not apply to Community Development Districts. A COD does not have the same budgetary requirements as a County or City might
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have as they have separate rules. The CDD does not have a reserve requirement but the Board maydiscuss and decide how they would like to move forward with those items.

On Motion by Mr. Shenai, second by Mr. Lynaugh, with all in favor, the Board of Supervisors for the Myrtle Creek Improvement District approved Resolution 2021-04, Approving a Preliminary Budget and Setting April 17, 2021, at 5:00 p.m. at the Courtyard by Marriott Orlando Lake Nona, 6955 Tavistock Lakes Blvd., Orlando, Florida 32827 for the Public Hearing date.

SEVENTH ORDER OF BUSINESS		Ratification of Operation and Maintenance Expenditures Paid in April 2021 in an amount totaling $16,823.02

The Board reviewed the Operation and Maintenance Expenditures paid in April 2021 in an amount totaling
$16,823.02. Ms. Mullins noted that these have been approved and paid and just need to be ratified by the Board.

On Motion by Mr. Shenai, second by Mr. Lynaugh, with all in favor, the Board of Supervisors for the Myrtle Creek Improvement District ratified the Operation and Maintenance Expenditures Paid in April 2021 in an amount totaling $16,823.02.

EIGHTH ORDER OF BUSINESS		Recommendation	of	Work Authorization/Proposed Services

Mr. Lynaugh had asked Ms. Mullins to put the deer crossing signs back in the agenda for consideration. He explained he feels it would be advisable to warn motorists of the possibility of deer. A discussion took place. Ms. Mackie stated she will work with Mr. Newton and Mr. Kaufmann to determine who best to reach out to at the City to discuss the issue and the process of installing deer crossing signs.

NINTH ORDER OF BUSINESS		Review of District's Financial Position and Budget to Actual YTD

Ms. Mullins noted through April 30, 2021, the District has total expenses of $330,500.00 versus a budget of $919,000.00. No action is required by the Board.

TENTH ORDER OF BUSINESS	Staff Reports

District Counsel -	No Report

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District Manager -

District Engineer -

Ms. Mullins noted the next meeting is scheduled for Tuesday, June 15, 2021, at the Courtyard Orlando Lake Nona.

Ms. Leed asked if the District had hired someone to analyze the District website usage. Ms. Mullins noted the Board previously approved that item and it was a standard one-time fee. Ms. Walden added if the District moves forward, they will be charged the one-time fee but if the District makes changes in the future, there will be a per hour charge. She was trying to avoid that per hour charge byensuring the proposed scope of service has everything the Board wanted. The Board stated they were good with those items. Ms. Walden will move forward with the website usage analysis.

No Report

Construction Supervisor -	Mr. Kaufmann presented a proposal from Southern Development &
Construction and A1 Paving and Asphalt (Minutes Exhibit A) for the trail reconstruction. The proposal is for $582,000.00 which includes milling the resurfacing of the trail and doing any necessary repairs for the entire length of the trail. The trail is approximately three miles long. He added that the maintenance of traffic may be underestimated because of rerouting pedestrian and bicycle traffic during the construction process. Based on this proposal, $700,000.00 is likely closer to the turnkey number to consider for the entire trail. He added that there are certain sections of the trail that do not have adjacent trees and may have a longer lifecycle than other areas where tree roots can impact the trail. Due to that, the Board may want to consider doing this in sections. He noted caveats and exclusions for testing, permits, design plans, asphalt price increase, and survey and layout that the District would have to consider if they wanted to do the entire length. Mr. da Silva asked if this is being brought to the Board for approval today or if this is just for budgeting purposes. Mr. Kaufmann responded that this was brought today per the request of the Board and is a preliminary look at the magnitude of the potential cost to repair and rehabilitate the entire trail. A discussion took place. Mr. Newton discussed the lifecycle of the trail and this proposal being for planning purposes. Mr. Shenai asked when the trail was built. Mr. Kaufmann noted that the trail was completed in 2006. Mr. Shenai discussed how the reserves will need to be used for a project of this magnitude. More discussion took place with no action decided.

District Landscape Supervisor-  Mr. McDermott presented a landscaping proposal to the Board (Minutes
Exhibit B). He stated that he wants to do landscape improvements to the

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medians this year and next year will be the Narcoossee entrance, some of the parkways between the curb and right-of-way, and some tree replacements. He also included a map depicting the bed numbers towards the end. On the last page of the proposal is the total cost and how the previously approved $125,000.00 will be split over the next two years. Mr. Lynaugh asked how long these improvements will last, how frequently the District will have to replace them, and what that would cost. Mr. McDermott replied that trees last a long time, shrubs last 12-15 years, and flowers are changed out four times per year. The only place annuals were added was by the entrance at Nautica Drive and Village Walk. Everything else has perennials, shrubs, and trees. Mr. da Silva asked how tall the Viburnum will get. Mr. McDermott stated he would keep the Viburnum around three feet due to visibility and safety concerns.

Mr. Shenai asked about the location on Lake Nona Boulevard and Narcoossee. Mr. McDermott stated it is not included in the proposal, but it will be something the District does in Fiscal Year 2022. Ms. Leed asked if there is a timeline on when construction will be done there. Mr. Wilson replied that the area at the Narcoossee Road intersection has encountered some additional utility conflicts. In addition, there is a 20" force main that Orange County is going to be putting in just south of the 417 and goes all the way up to Moss Park Road. So, the installation of the second lift of asphalt in that section wiU be delayed until they get that work completed. The additional work the Expressway Authority will be doing at the intersection will also keep that area in a mess for a little bit longer. These are all things adding time to the construction project. The Board approved the initial proposal at the last meeting, but they acknowledged the ongoing construction work and directed Mr. McDermott to continue with the landscaping plans.

Mr. Kaufmann discussed the sidewalk at the school site. In working with the School Board and the City, the City has agreed to complete the sidewalk, extending it from where it currently terminates, at the south side of the driveway leading to the existing Lift Station, to the existing sidewalk on the north side of James Bay Drive, including a pedestrian crosswalk and ramp connection to the existing sidewalk. It is to be completed before the school session opens for next year. Mr. McDermott looked at the landscape plan for that area. He noted that the City is not removing the screening plants so there will be minimal landscape work required.

Irrigation Supervisor-	No Report

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ELEVENTH ORDER OF BUSINESS	Supervisor	Requests	&
Adjournment

There were no Supervisor requests or audience comments, so Ms. Mullins requested a motion to adjourn.

On Motion by Mr. Shenai, second by Mr. Lynaugh, with all in favor, the May 18, 2021, meeting of the Board of Supervisors for the Myrtle Creek Improvement District was adjourned.

 	

ry/Assistant Secretary	ChairNice Chair

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EXHIBIT A

II

Southern Development & Construction

.

2544 Connection Point
Oviedo, FL 32765

Quote To:

DWMA

Contact: Phone: Fax:

Shane Cox 321-251-0535

Job Name:

Lake Nona Gateway Rd Trail

Phone: Email:

Attn: Jeff Newton 407-644-4068 X 127
jjnewton@dwma.com

Date of Plans: Revision Date:

ROM

Proposal Date:	5-18-2021
HCSS21-l07
fTEM	
DESCRIPTION	
QUANTrTY	
UNIT	
UNIT PRICE	
AMOUNT	
11	MOB I GENERAL CONDITIONS	1.00	LS	17,350.00	17,350.00	
20	CONSTR. LAYOUT I AS-BULLTS	1.00	LS	12,750.00	12,750.00	
25	MAINTENANCE OF TRAFFIC	1.00	LS	36,950.00	36,950.00	
30	SINGLE ROW SILT FENCE	15,900.00	LF	2.00	31,800.00	
40	INLET PROTECTION	30.00	EA	200.00	6,000.00	
50	2' SODDING I GRADING	17,000.00	SY	4.75	80,750.00	
60	BASE REPAIR @ ROOT DAMAGE	1,500.00	SY	24.00	36,000.00	
100	I 1/2" MILLING	21,200.00	SY	4.75	100,700.00	
110	I 1/2" SP 9.5 ASPHALT - ONE LIFT	21,200.00	SY	12.25	259,700.00	
GRAND TOTAL	$582,000.00

NOTES:
Proposal based on plans:
Dated: NIA
By: NIA
Geotech Report:NIA

This proposals and notes shall become an attachment to the contract.
This work is based on a completion date by XXXX 2021, or an agreed project schedule as an attachment to the contract jointly prepared by Owner and SDC.

MOBILIZATIONS:
Project is based on one (I) mobilizations.
Project includes four (4) asphalt mobilizations. Additional mobs are$ 2,500leach
•
PROJECT SPECIFIC NOTES:
Rough Order of Magnitude Budget (ROM)
•
GENERAL NOTES:

Page 1 of 2

Testing and/or inspections, shall be conducted by others and is not included in this proposal.
Cost of permits other than those listed below is excluded.
NOI for the National Pollution Discharge Elimination System (NPDES)
Any other permits in which SOC obtains will be reimbursed by the Owner/Developer.
Excludes relocation or removal of existing utilities unless specified. They may include any of the following:
(Gas services or gas mains, Phone lines, Cable, Fiber optic lines or systems, Any other telecom facility, Power - distribution or transmission line (above or underground), Water mains/Services, Reclaimed water mains/services, Irrigation
Handling and/or removal of contaminated soils is not included
Handling and/or unsuitable soils disposal is excluded unless noted in the schedule of values.
Undercutting of soils is excluded unless noted in the schedule of values
Removal of invasive plant species by others
Gopher tortoise surveys and relocation cost is excluded
All excess earth materials generated by the construction of SDC's scope shall become the property of SDC unless otherwise agreed to with the Owner/Developer.
Work is to be completed during normal business hours Mon-Fri (7AM -5PM). Night work is excluded.
SOC must have 2 weeks advanced notice in order to better assure timely scheduling of the work required for the project.
This proposal is furnished as a complete scope of work as defined above and shall be contracted to SDC in its entirety. Individual line items cannot be removed unless specific changes are approved by SDC.
Asphalt pricing is based on the use of the maximum allowable RAP (Recycled Asphalt Product) in the production of the hot mix asphalt, as per the current FDOT standards, unless the item is noted otherwise
Liquid asphalt and aggregate pricing can be volatile. Increases of 5% or more will allow unit price adjustments in accordance with the liquid asphalt pricing index provided by FDOT.
Unless provided for otherwise in this proposal, this proposal is valid for 30 days from the date of the proposal. If a contract or other agreement is not executed within 30 days, then this proposal is subject to be reviewed for adjustment.
This proposal does not include Payment and Performance Bonds; ifrequired, add 1.5% to the contract price. Minimum cost is$ 500.00
For Bonded projects: Retainage will not be held until 75% of the current contract amount is completed. Retainage (10%) may be held for the value of the work exceeding 75% of the current contract amount. All remaining retainage to be released upon acceptance by governing municipality.
For Non-Bonded projects: Retainage ( l 0%) may be held until 50% of the contract is billed. Upon completion of 5 I% of the project, retainage shall be reduced to 5%. Upon installation of the 1st lift of Asphalt, retainage shall be reduced to 2.5%. All remaining retainage to be released upon acceptance by governing municipality.
This proposal does not include any provisions for participating in either Owner Controlled Insurance Programs (OCIP) or Contractor Controlled Insurance Programs (CCIP) or any other insurance program furnished by others.
Prior to mobilization, site survey control, design CAD files and matching PDF plans shall be provided to SDC.
Horizontal survey control shall consist of a minimum of three (3) site control points including description of points, northings, eastings and horizontal datum. Vertical control shall consist of a minimum of two (2) site benchmarks including descriptions, elevations and vertical datum. The preferred Software of CAD files is AutoCAD Civil 30. The preferred file transfer method of CAD files is E-Transmit.

Page 2 of 2

EXHIBIT B

P o osal 1
(Top Left)
Existing Schilling and Magnolias

(Top Right)

Remove existing Schilling and install Crape Myrtles, Bottlebrush 'Little John, Loropetalum, and St.
Augustine sod

(Bottom Left)
Existing Schilling and Crape Myrtles

(Bottom Right)
Create rounded plant bed, remove existing Schilling, and install Bottlebrush 'Little John' and Loropetalum

--:

Pro osa 4

(Left) Existing entrance to WaterMark Apartments/ Elementary School

(Right) Install Bougainvillea 'TRL' on both sides of existing Date Palms

Proposal 5
(Top Middle)
No rendering provided - photo is for location reference only; remove existing Jasmine beneath Magnolias and install St. Augustine sod between plant bed and curb

(Bottom Left)
Existing Plumbago beneath Washin tonia Palms

(Bottom Right)
Remove existing Plumbago beneath Washingtonia Palms and install Schefflera 'Trinette' and Confederate Jasmine 'Green'

P ·oposal 6

(Left) New boulevard created for turn lane	(Right) Install mixed perennial plantings in new
boulevard created for turn lane

roposa	7
No rendering provided - photo is for location reference only; remove existing Jasmine beneath Magnolias and install St. Augustine sod

Proposa

(Left) Existing utilities to be screened	(Right) Screen utilities with Viburnum 'Suspensum'

Proposal 10
(Top Middle)
No rendering provided - photo is for location reference only; install St. Augustine beneath Magnolias

(Bottom Left)
Existing Crape Myrtles and Jasmine in boulevard

(Bottom Right) RP.mow P.xisting Jasmine and install Loropetalum and St. Augustine sod

Proposa	1·

(Left) Existing utility to be screened		(Right) Install Wax Myrtle to screen utility; install St. Augustine sod to cover bare mulched area

Proposal 12
(Top Middle)
No rendering provided - photo is for location reference only; install St. Augustine sod beneath Magnolias

(Bottom Left)
Existing Crape Myrtles and Jasmine in boulevard

(Bottom Right) Remove existing Jasmine and install Panama Rose and St.
Augustine sod

ro osa	3
(Top Left)
Existing Plumbago and Shumard Oak

(Top Right) Remove existing

Plumbago and install Firecracker, one Shumard Oak in center of bed, and St.
Augustine sod

(Bottom Middle) Existing Coontie Palms and Bald Cypress to remain

Proposal 14

(Left) Existing Oleander and Crape Myrtles	(Right) Remove existing Oleander and install
perennial plantings

Proposa
(Top Left) Existing bullnose

(Top Right)

Remove Oleander and install Podocarpus 'Pringles' in bullnose

(Bottom Left) Existing bullnose

(Bottom Right) Remove Oleander and install Podocarpus 'Pringles' in bullnose

Prop sat 17, CONT.

No rendering provided - photo is for location reference only; remove Jasmine and install St. Augustine sod in boulevard***

oposal 18
(Top Left)
Existing Bald Cypress

(Top Right)

Install Xanadu, Variegated Shell Ginger, and Ti Plant in a wavy pattern; install St. Augustine sod between new shrubs and curb

(Bottom Left)
Existing Shumard Oaks and Jasmine

(Bottom Right)
Remove existing Jasmine and install Xanadu, Variegated Shell Ginger, and Ti Plant in a wavy pattern; install St.
Augustine sod between new shrubs and curb

Propo al 20
(Top Left)
Existing Bald Cypress and shrubs

(Top Right)
Remove existing shrubs and install Xanadu, Stromanthe, and Ti Plant in a wavy pattern; install St. Augustine sod between new shrubs and curb

(Bottom Left)
Existing Shumard Oaks and
.l;i:.minr.

(Bottom Rfght)
Remove existing Jasmine and install Xanadu, Stromanthe, and Ti Plant in a wavy pattern; install St. Augustine sod between new shrubs and curb

Proposal 21
(Top Left)
No rendering provided - photo is for location reference only; remove existing Jasmine and install St. Augustine sod in a wavy pattern beneath Magnolias

(Top Right)
No rendering provided - photo is for location reference only; remove existing Jasmine and install St. Augustine sod in a wavy pattern beneath Magnolias

(Bottom Left)
Existing Jasmine and Shumard Oaks

(Bottom Right) Remove existing Jasmine and install Firecracker and St. Augustine sod

Propos l 24
{Top Middle)
Existing Coontie Palms and Bald Cypress to remain

{Bottom Left) Existing Jasmine and Shumard Oaks

(Bottom Right) Remove existing Jasmine and install
Variegated Shell Ginger and St. Augustine sod

Pro	a  25
(Top Left) Existing bullnose

(Top Right)
Install six Cabbage Palms in boulevard before annuals; install annuals in bullnose

(Bottom Left) Existing bullnose

(Bottom Right) Install annuals in bullnose and on the other side of the crosswalk; remove existing Jasmine and Juniper past annuals and install St. Augustine sod

r posal 26

No rendering provided - photo is for location reference only; install St. Augustine beneath Magnolias

(Right) Existing Schefflera remove existing Jasmine a between existing Scheffler install two Magnolias at en

,

Proposal 26, CO

(Left) Existing Schefflera 'Trinette' and Washingtonia Palms

Propo a 27
(Top Left)
Existing Jasmine and Crape Myrtles

(Top Right) Remove existing Jasmine and install Loropetalum and St. Augustine sod

(Bottom Middle)

No rendering provided - photo is for location reference only; existing Schefflera 'Trinette' is to remain, remove existing Jasmine and install St. Augustine sod

Pro	sa 29
(Top Left)
Existing Jasmine and Crape Myrtles

(Top Right) Remove existing

Jasmine and install Panama Rose and St. Augustine sod

(Bottom Middle)
No rendering provided - photo is for location reference only; remove existing Roses and install St. Augustine sod

-.

Proposal 30

P1 o osal 31
(Top Left)
Existing Crape Myrtles

(Top Right)
Install Dwarf Allamanda and St. Augustine sod

(Bottom Middle)
No rendering provided - photo is for location reference only; remove existing Roses and i11::;Ldll SL. Augustine sod

No rendering provided - photo is for location reference only; install St. Augustine sod between existing Schefflera 'Trinette' and curb

roposal 33

(Left) Existing utilities	(Right) Screen utilities with Philodendron 'Selloum'

Proposa	34

(Left) Existing utilities	(Right) Screen utilities with Viburnum
'Odoratissimum'

Proposal 36

(Left) Existing bench areas (three total)	(Right) Remove existing Muhly Grass, Anise, and
Viburnum and install Tea Olive and Panama Rose (three total bench areas)

Proposal	FY 21	FY 22

11
12
13
14
15
17
18
19
20
21
22
23
24
25
26

$1,897.00
$5,860.50
$4,222.20
$3,647.90

$5,874.40
$7,151.00

$6,451.00
$2,684.20
$5,230.00

$4,568.00
$10,451.20
$5,238.00

$650.00

$1,300.00

Freight

$750.00

$2,250.00

Machine

$2,000.00

$8,000.00

Dump

$36,000.00

9-8" Oaks

$2,674.80

36

$27,341.80

35

$2,175.50

34

$946.70

33

$25,574.00

32

$4,002.60

31

$1,204.00

30

$6,094.50

29

$5,534.00

28

$4,478.70

27

$4,360.80

$8,721.60

$4,360.80

10	$4,463.30

$5,297.00

9

8	$3,952.50

$847.00

7

6	$1,029.20

5	$7,131.10

$4,360.80

4.2

4.1	$1,500.00

1	$8,418.80

Bougainvillea only Sabal Palms in median

Performance Drive coming soon

Saba ls

Sabals

Saba ls

Saba ls

LNB/Narc Entrance ·

Berm between Wellspring and KPMG

9 Trees to be installed by HTFL

Total	$123,744.10 $124,950.80