MINUTES OF MEETING BAYTREE COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the Baytree Community Development District was held on Wednesday, April 9, 2025 at 1:30 p.m. at Baytree National Golf Links, 8207 National Drive, Melbourne, Florida. Present and constituting a quorum: Melvin Mills Chairman Richard Brown Vice Chairman Richard Bosseler Assistant Secretary Janice Hill Assistant Secretary Jerry Darby Assistant Secretary Also present were: Jeremy LeBrun District Manager Rob Szozda GMS Michael Pawelczyk District Counsel Josh Speer US Lawns Residents FIRST ORDER OF BUSINESS Roll Call Mr. Mills called the meeting to order at 1:30 p.m. and all Supervisors announced themselves. All Supervisors were present. The Pledge of Allegiance was recited. SECOND ORDER OF BUSINESS Public Comment Period Mr. Mills: Does anyone have any public comments? Mr. LeBrun: Please state your name and address for the record and keep your comments under three minutes. Resident (Sandy Schoonmaker, Berwick Way): I have a public comment. This may be something that you are going to discuss later, but my concern is the kids fishing in the lakes and the fact that they're not stopping, even after the most recent incident. The next day they were fishing by the gate. Last Saturday, they were also fishing by the gate. You sent out a note telling everybody to quit trespassing on the golf course. Is it possible to do the same thing and send out a message to all of the residents to quit trespassing on the lakes? Mr. Mills: That was in my Supervisor's Request. Mr. LeBrun: The HOA has sent out no fishing messages. We can continue to send them, but we have sent them in the past. We will usually send a direct letter to those who are fishing. Resident (Sandy Schoonmaker, Berwick Way): I really think if you can tell them to quit walking on the golf course paths, you can tell them to not fish in our ponds. Mr. Mills: Based upon what we saw two weekends ago or heard about, I think it's very imperative that we get another note out to the community that there will absolutely be no trespassing and/or fishing, due to the fact that these lakes have alligators in it and that is for their safety, because it is a safety issue. Mr. LeBrun: The last message that was sent out, was on March 25th. That was the latest no fishing message that was sent out through the HOA. We can do it monthly or however the Board wants to proceed. Ms. Hill: It’s not just our community. I was waiting for the back gate to open and there were three very cute young teenage boys with their fishing poles on their bicycles, coming from outside of our community. They came through and they stopped at the lake on the 11th. You could tell that they were setting up to fish for the afternoon. Resident (Sandy Schoonmaker, Berwick Way): The ones that we've been seeing at the front gate, are coming in golf carts. Mr. Mills: On the bulletin boards, let's put no fishing or trespassing near the lakes. Resident (Sandy Schoonmaker, Berwick Way): How about saying, “Trespassers Will Be Prosecuted.” Resident (Not Identified): What recourse does someone have, if someone comes in the backyard and starts fishing? Mr. Mills: Call the Sheriff. Resident (Not Identified): How quickly do you believe the Sheriff will come out? Mr. Brown: About the next day. Mr. Mills: Well, that's the next question. Resident (Sandy Schoonmaker, Berwick Way): They don't. Resident (Not Identified): This would have to include the residents of Baytree Isles, too. Resident (Sandy Schoonmaker, Berwick Way): Oh, yes, that's true. Baytree Isles even has a bulletin board that has silly jokes on it saying, “No fishing anywhere in Baytree.” Mr. LeBrun: I'll send it again to Ms. Paula Mathis, who does the HOA messaging here. I believe Isles of Baytree now has the same company, but I'll reach out to them and provide them with a similar message. I will confirm that the HOA sent it out on March 25th, but I could maybe ask her to do that monthly. Mr. Mills: I would have at the front and back gate bulletin boards “Positively no trespassing or fishing in the lakes.” Of course, they were standing right by the sign that says the same damn thing and they're still fishing. Resident (Sandy Schoonmaker, Berwick Way): I don’t know what recourse we have. They are not on my property, even if they're in my backyard, because I don't own 25 feet. So, it really is not my problem. It's your problem. Mr. Mills: It's like speeding. We can't stop the speeders. What are you going to do? Resident (Sandy Schoonmaker, Berwick Way): I know. Mr. Mills: Okay. Anything else? THIRD ORDER OF BUSINESS Landscape Report Mr. Mills: Josh, Landscape Report. Mr. Speer: Howdy. Last Saturday, we did our course, “Lunch and Learn” for residents that wanted to come out. We do want to talk to the Board about doing more of those during the year. So, if there's an available date in July that we could do in the middle of Summer, we’ll do one as well. July or August, whichever dates that you guys are okay with, we can do the same thing on Saturday to go over the Summer landscaping. We did announce at that meeting, that we'll continue to say here as well for more people to know about, the last Monday of every month when Rob and I meet. After Rob and I go through the community, we're more than willing to go over homeowners’ issues or inquiries, as far as tree work or questions. There are seven or eight homeowners that we will be stopping the next to last Monday of this month, to go over landscaping on their own property or to take questions. There's no fee for us to come out and give you advice. So, we are doing that. Tomorrow was the scheduled date for the annuals to be replaced across the community. However, we ran into an issue with irrigation at the front as the pump was not operating, so we pushed it off until next Wednesday, because we weren't 100% confident if we'd have it done in time. We did have it completed last night. That's why the fountain is back up and running at the entrance. We replaced it with a few gaskets that blew out. So that was replaced. There is an issue across the community, as far as weeds popping up in the main common roads. That was due to our negligence, as we put down too much nitrogen and are trying to get ahead of it for the June 1st blackout. We are trying to put down as much as we can, before we're not allowed to anymore. Us doing that, will cause the weeds to grow faster than the turf. There are quite a few weeds in the common areas that are substantially taller than the rest of the turf. Tomorrow is your service day that the property is going to get mowed, so you won't see them after tomorrow, but they will also be treating for all of the weeds tomorrow. So, within about 7 to 10 days, we'll make sure we get that completed. We took care of the Clubhouse, we like to do the grasses at least two to three times a year. So, those were completed as well. Some plant replacements were brought to my attention. Mr. Mills: So now the residents prior to next Wednesday or maybe next Tuesday, can dig up the flowers that they want? Mr. Speer: Yes. Or we can do as we did last time, where we get a good bundle together and we can leave them where he parks his truck for the security gate. We can leave them all there and give residents a few days to collect them if they like them and then come through and pick them up like last time. Ms. Hill: They have really been nice. Mr. Speer: Thank you. Ms. Hill: They are very pretty. Mr. Mills: They are so well planned this time. We have heard so many compliments on those flowers, it's unbelievable. People were asking, “Why can’t ours look like Baytree?” Mr. Speer: We run into that problem, too. Ms. Hill: But the other thing is, like down at Balmoral and a couple of other monuments, you now cannot read the monument sign at night, because the flowers have grown over the light. Mr. Mills: Yeah, it looks good. Do you have any idea what you're putting in? Mr. Szozda: I'm going to raise those lights. We ripped some flowers out and made it a little bit better. The original ones should be staked up a little bit higher. Ms. Hill: Yes. I do think so. Mr. Speer: We're putting in a Spring mix. Mr. Mills: A Spring mix? Okay. Resident (Sue Frontera, 1425 Arundel Way): Josh, when will those plants be available to residents? Will it be between Monday and Wednesday? Mr. Speer: We would like to pull them out 24 hours before the installation. So, Tuesday we'll have them pulled out. They may start pulling them out on Monday in some of the areas, but by Tuesday, no later than midday, they will be at that area. Resident (Sue Frontera, 1425 Arundel Way): I just want to say on Saturday, there was a really good turnout. These guys were amazing. They did their thing with explaining everything. They had brought us snacks and drinks and had 18 plants to give away. Mr. Mills: You gave a few plants away? I heard you gave away dozens. Mr. Speer: Yeah. Resident (Sue Frontera, 1425 Arundel Way): So, I just want to say thank you. You did a great job. Mr. Speer: I know in the past we got busy and that's why it is important to give you guys the option ahead of time to keep doing this. That way we can keep bringing more people in and showing them and educating everybody. Resident (Sue Frontera, 1425 Arundel Way): Was it July or August for the next one? Mr. Speer: Either one, July or August. We get about the same temperatures at that time. Resident (Sue Frontera, 1425 Arundel Way): I suggest going through August, because school starts and people will be around versus in July. Mr. Speer: You guys pick whatever Saturday this far out works for you. Mr. Mills: Sue, why don't you give him some dates throughout the year and see if they will coincide with his schedule. Resident (Sue Frontera, 1425 Arundel Way): That’s fine. So, let's settle this. Instead of us digging up the plants, we are going to go over by the parking over there and we'll pick them up there, correct? Mr. Speer: Correct. Resident (Sue Frontera, 1425 Arundel Way): Where the Poinsettias were. Mr. Speer: Correct. That same area. Resident (Sue Frontera, 1425 Arundel Way): Okay because I think that’s better than having us all up there. Mr. Mills: It shows that we have a lot of good residents out there helping to dig the plants out. Mr. Brown: I have a question. Does US Lawns have their own Arborist? Mr. Speer: We do not, but we subcontract for a licensed Arborist. Mr. Brown: Okay. We're having an issue with the Homeowners Association regarding a resident that hat-racked three oak trees at 8143 Old Tramway. Mr. Speer: I've seen it. I wish I would have taken pictures that Saturday so I could point out, “This is what we don’t do.” Mr. Brown: They weren't supposed to do that. Ms. Hill: We were walking and my husband stopped the gentleman and said, “You can't do that” and he said, “I'm a landscaper and I know what to do and you just need to bug off.” Mr. Speer: Hat-racking is not good at all. The other problem with that too, is when you're doing that, it messes with the root system. So now that it's hat-racked, you've also caused damage to the roots and if a big storm comes through, it could actually damage homes. Mr. Mills: Yeah. Are there any other questions for staff? Thank you very much, guys. You don't know how much we appreciate you guys and what you're doing. Mr. Speer: I appreciate all of you. FOURTH ORDER OF BUSINESS Engineer’s Report Mr. Mills: Peter? Mr. LeBrun: He wasn't able to call in today, but he did provide an update. He is still working on pricing to update the lake bank measurements and plan. So, he's still working on that. Mr. Darby: Well, it has been two months. How much is the pricing? Mr. LeBrun: They're still within the scope. FIFTH ORDER OF BUSINESS Community Updates A. Security Mr. Mills: Alright. Community updates. Security is not here. B. BCA Mr. Mills: BCA? Resident (Artie Hudson, 1312 Montrose Way): I have a few updates. We have our annual meeting on April 28th. Two seats will be coming up for nominations. We'll see how that goes. We're going to be voting on two changes to the regulations, one dealing with fences and the other one dealing with garage sales. Shout out to Sue. She is doing a great job with the social events. Resident (Sue Frontera, 1425 Arundel Way): Can I just ask Richard how he liked the magician? Mr. Bosseler: It was great. I loved it, the guy was really good. How many people did you have? Resident (Sue Frontera, 1425 Arundel Way): A lot. The pavilion was packed. It was standing room only. Mr. Bosseler: Would you say that there were 25 kids? Resident (Sue Frontera, 1425 Arundel Way): I would say 40 to 50 kids. Mr. Mills: I wonder if he could bring forth some alligators and put them at the lakes. Anything else, Artie? Resident (Artie Hudson, 1312 Montrose Way): That’s it. Mr. Mills: Thanks so much. SIXTH ORDER OF BUSINESS Consent Agenda A. Approval of Minutes of the February 5, 2025 Board of Supervisors Meeting Mr. Mills: I entertain a motion for approval of the minutes from the last meeting. On MOTION by Mr. Darby seconded by Mr. Brown with all in favor the Minutes of the February 5, 2025 Board of Supervisors Meeting were approved as presented. SEVENTH ORDER OF BUSINESS Agenda A. Discussion of Draft Fiscal Year 2026 Budget Mr. Mills: Alright, Jeremy, do you want to lead us through the discussion of the draft budget? Mr. LeBrun: Alright. So, we met last month at the budget workshop. The Board was provided with a first rough draft of the budget and the Board provided feedback. So, what you see in this month's agenda package, is the updated results of that feedback. This is the second draft of the Fiscal Year 2026 Proposed Budget currently scheduled to be provided at the May meeting. The Board will consider and approve a Proposed Budget. So, we are just checking in. We incorporated all of the comments that we received last time, and this version reflects changes to the assessment levels that the Board had wanted to see the budget reflect, which was a $100 assessment level annual increase. You'll see that in the revenue section. We also made adjustments that the Board requested to the Capital Improvement and Pavement Management Plans. So, I'll just direct you to those pages, because that's where the main changes were. If the Board goes to the capital reserve section on Page 8 of the actual budget document that's within your agenda, it reflects the changes that the Board wished for the capital reserves. What you will see there, are the two main projects that the Board wanted to complete in Fiscal Year 2026: Tennis Court Resurfacing for $18,000 and Pool Refinishing, which is resurfacing the interior of the pool where the actual water goes into. The pool decking was previously completed, which included repainting and all of that. That’s reflected in there as well. That was a big change for Fiscal Year 2026. Also, if you go down to Page 10 of the budget, that's your Pavement Management Fund. The Board also wanted to allocate extra resources towards the Pavement Management Fund and you will see proposed for Fiscal Year 2026, transferring $103,000 into the Pavement Management Fund, which is projected at the end of next fiscal year to be $527,626. It is also reflected in the Beautification Fund. There was Board consensus to bring that down to $15,000 for the rest of this year and then transfer any excess into funding the Pool Refinishing and Tennis Court Resurfacing and then any extra into that Pavement Management Fund. You still have the normal beautification transfer of $45,000 in Fiscal Year 2026. That is still reflected there. So the Pavement Management Fund, we put the most money in there as possible, after covering the added capital costs, for the pool refinishing, tennis court resurfacing and electrical infrastructure repairs. So, that's how we adjusted those things as the Board had requested last month. That's a summary of the changes. We still have until next month to work through this. There is one typo, which I will correct. May is when the Board typically approves a Proposed Budget and we set that public hearing usually for August. Mr. Bosseler: Jeremy, for the pool resurfacing insurance money that we're going to get back, should we put that in parentheses? Mr. LeBrun: I asked accounting. They said that they usually don't account for revenue until we actually get the check. Then they will add that in. Hopefully we'll get that before the next version comes out and we can reflect that into the revenue section that shows that insurance reimbursement. Mr. Mills: I have a question with regard to that. We applied for that over a year ago. Correct? Mr. LeBrun: Yep. So, I reached out to our insurance company and they said yes. So, once we finalize this budget and we're going through with the project, I just have to fill out this form that they've sent me and then they'll send us the checks. We are in good shape. Mr. Mills: Very good. Mr. Darby: So, Jeremy, just as a matter of clarification, on Page 2, we show an excess projected for the year of $76,500. Correct? Mr. LeBrun: As of right now, but we have one storm pipe repair coming up for $70,000. Mr. Darby: I understand. But as you go through the Fiscal Year 2026 Proposed Budget, that excess is included in factoring that down to expenditures and revenues being the same. Is that right? Mr. LeBrun: Correct. It’s included in there. There's also a first quarter operating that’s included. Mr. Darby: Right. It was the $50,000. So, essentially everything that we had in excess or projected excess, has been reallocated to capital projects or reserves. Mr. LeBrun: Yes, for repaving. Mr. Darby: Okay good. Mr. Brown: Still on Page 2, Jeremy, if you look at Security Gatehouse Maintenance, $4,820 is projected for the next seven months. We've already spent over $5,000 for the new air conditioning unit. Mr. LeBrun: You’re on Page 2 of the budget? Mr. Brown: Yes, of the budget. You're projecting $4,820 between now and the end of the year. Mr. LeBrun: Gate Maintenance or Security Gatehouse Maintenance? Mr. Mills: Security Gatehouse Maintenance. Mr. LeBrun: The adopted budget is $14,000 for this year. Mr. Brown: It's just a minor little detail. Mr. Mills: Does this number not include the balance from the air conditioning being taken out? Mr. LeBrun: This is actuals through February 28th. I don't know if the invoice has been received and paid yet. Mr. Brown: No, it's not in there. Mr. LeBrun: Okay, so it might not be reflected there yet, but when you're looking at the projected through the rest of the year, you're still in a pretty good spot for that category. Mr. Darby: Yeah. You have a budget of $14,000. Mr. Mills: Yeah. We're good. Are there any other questions? Ms. Hill: How do we pay our taxes? Do we pay them quarterly or annually? Mr. LeBrun: To the Property Appraiser? Ms. Hill: Yes. Mr. LeBrun: Which line item are you looking at? Mr. Brown: Tax Collector Fee. Mr. LeBrun: That is the fee that the Tax Collector charges to utilize the Tax Roll to collect operation and maintenance (O&M) assessments. That's pretty standard. Ms. Hill: Okay. So, only because when I looked at our checkbook, I see a tax fee that you pay and I'm thinking, “Why are you paying the Brevard County Tax Collector $356?” Mr. LeBrun: Looks like it was zeroed out. It says $356 and minus $356. I don't know the reason why it was debited. Usually, the Tax Collector, as they collect the assessments, bill for their portion. The total amount is through the end of the collection. Mr. Mills: Any late payers would reflect in what we pay them, because they charge a percentage. Mr. LeBrun: Yes. As people pay later, they get less of a discount. I think right now you guys are at 93% collected. So, there's just a small section that's left. Ms. Hill: Okay. Because we normally pay in November. Mr. LeBrun: You get a discount. Mr. Mills: Yeah. Mr. Pawelczyk: Essentially if your whole community paid later, you would bring in more revenue. Mr. Mills: Yeah. Mr. Pawelczyk: Because your budgeting is if everybody is going to pay in November, in terms of your assessing the homeowners. Then the Tax Collector Fee, that's statutory, like 4%. Mr. Mills: It was one and a half, wasn't it and they raised it to 4%? Mr. Pawelczyk: Yeah, I can't remember what it was. Mr. Mills: I think it was. Mr. Pawelczyk: But that's based on a percentage of the revenue that you're collecting. Mr. LeBrun: You guys are at 94% collected right now, which is only through February. Mr. Pawelczyk: A lot of times at the end of that, what it will show, is 102% collected. You are 102% collected, because they are collecting assessments that are being paid late and were paid from a prior year. So, a lot of times it will show as 102% or 101% collected. Mr. LeBrun: Typically, one of the benefits of utilizing Tax Collectors, is for a very stable collection method. Ms. Hill: Oh, okay. Mr. Darby: So, Jeremy, this is a theoretical question. If in fact, a proposal for the elimination of property taxes go through, how would the assessments then be paid to a CDD? Mr. LeBrun: I do not have the answer to that, unfortunately. Mr. Darby: Is GMS doing any work in that as a contingency? Mr. LeBrun: I haven't seen anything come out of that. Usually, District Counsel monitors the legislative session and provides updates. So, there are always bills out there. I don't know if Mike has any more information. Mr. Pawelczyk: I don't know anything about that particular legislation, but there is a lot of legislation out there, a lot of it was in a companion Bill. So, it's out there. It's reported on the news, but it may never come out of committee. I don't think it's going to impact us, at least right now. We have agreements with the Property Appraiser's office so the only way that they are not going to collect for us is if the Tax Collector's offices are eliminated, which I don’t know how you would do that. Mr. Mills: Well, maybe they would convert it over to the County Clerk. Mr. Pawelczyk: The other thing is, in terms of utilizing the uniform method of collection, which we use, everybody else uses it too, all of the counties and cities. So, even if your property taxes are collected or eliminated, how do you think these local governments are going to raise revenue? They're going to start specially assessing you for everything, because where else is the money going to come from? So, you're going to be levied on a special assessment basis and it's going to have to be collected in the same way. The other thing with regard to the collection of the assessments and the taxes, all the bonds that are fluid out there that are being paid off, one of the conditions of those bonds, is that we utilize the uniform method of collection. Because the bondholders know that they're going to get paid, going through that process, just like we know that is where we are getting our money. So, I don't know how that's going to pan out, because there are a lot of other revenue sources out there. Revenues that are gained by local governments, are through assessments that aren't necessarily through property taxes. Mr. Darby: Okay, I just wanted to be aware of it, so we don't get caught flat footed and sitting around here in 8, 10, 12 months saying, “Geez, how do we get our revenue?” Mr. Pawelczyk: I'll look at that Bill again, to see where it is and we'll just shoot out a quick email as a status update. I’ll send a link, so you can check it yourselves. Mr. Darby: Okay. That would be great, Mike. Thanks. Mr. Mills: Alright, do we need a vote? Mr. LeBrun: No. If the Board has anything until May, let me know. Mr. Mills: Okay. Alright. moving along. Mr. Bosseler: Mel, I have one more thing. Mr. Mills: Yes. Mr. Bosseler: For Community Beautification Fund, we're budgeting $45,000 again. Mr. Mills: Yes. Mr. Bosseler: Would you tell everyone what some of your plans are for next year? Mr. Mills: I wish Josh was here. Number one, we need to start replacing some of the older stuff, especially along Kingswood. That stuff's starting to get really mature and we need to look at that. There are some shrubs along the side. The front entrance, we need to start looking at refurbishing some of that stuff. The back gate, which will be this year, I'm giving him the go ahead to light up all of the new palms at the rear gate that they planted. There are eight that's going to get lit on both sides. That will help that rear gate. Other than that, I don't know of anything else, but whatever I have left over, will go in this fund or the emergency fund. We want everybody to say, “I wish I lived in Baytree.” Mr. Darby: They do. B. Review and Acceptance of Fiscal Year 2024 Audit Report Mr. LeBrun: This is the Audit Report for Fiscal Year 2024, which ended on September 30, 2024. Just like every other previous year, it was a clean audit. That means there are no findings. I usually point out the Letter to Management to the Board, which is towards the end of your audit. It essentially just says that they reviewed everything and found in all respects, that the District complied with all related materials for the fiscal year. So, that’s good news. It's a clean audit. I’m happy to take any questions on it. If not, we just look for a motion to accept the audit and allow staff to transmit it to the State. Mr. Mills: I just want to compliment the company that did it. In my opinion, this year's audit was much better than the past. This new company has done an outstanding job. Mr. LeBrun: There are only a handful that do these audits. Mr. Mills: On behalf of the Board, I would like to thank your staff, the behind-the-scenes staff, that help the Audit Committee to do this audit. Mr. LeBrun: We appreciate that. I'll make sure that I relay that to the accounting team. They do all the behind the scenes, heavy lifting on these. Mr. Mills: Right. On MOTION by Ms. Hill seconded by Mr. Darby with all in favor accepting the Fiscal Year 2024 Audit Report and directing staff to transmit it to the State was approved. EIGHTH ORDER OF BUSINESS Staff Reports A. Additional Staff Reports i. Attorney Mr. Mills: Mike, do you have anything? Mr. Pawelczyk: I am only going to bring this up, because I received a request. I know that we all had fun doing the ethics training last year and this is a reminder to record it on this year's Form 1 when you file it, if you haven't done so already. I will recirculate links that I sent to another Board last week and copy Jeremy. Some of them are the same, but there are a couple of new ones. There are a couple that you can pay for. You can listen to the same one you did last year, but I'll resend that and then if you ever need it again, just let me know. Ms. Hill: You normally have to report by July 1st, but we did that right? Mr. Darby: For last year. Mr. Pawelczyk: You have to complete your Form 1 by July 1st. Ms. Hill: But we did that. Mr. Brown: The ethics training we did last year. Ms. Hill: Didn't we do that in January? Mr. Brown: No, we had to do it by the end of December. Mr. LeBrun: I think you guys listened. You just took the training in 2024 and then when you file your 2025 form, you're going to say, “Yes, I did the training.” Mr. Pawelczyk: Form 1 is due this July. At the top of that form, it's going to say, “Form 1 2024,” because you are recording your prior year's finances. The way the legislature set this up, which to me doesn’t make any sense, you're also recording your ethics training from 2024 on this form. So, I'm just resending this to you so you can do it for next year. Mr. Mills: Got it. Mr. Pawelczyk: If you have no intention of being on the Board next year, you don't have to do it, even though it's super interesting. It's almost just like an initial reminder, because I had another Board ask me to send the training links out and I’m like, “You have so much time to do this. I know I'm going to have to send it again” and they're like, “Oh, no, we want you to send it again.” That’s all. Ms. Hill: Okay. I just remembered that you had us get everything done by December 31st. Mr. Pawelczyk: We did. This new ethics training is due December 31, 2025. You'll report that when you file your Form 1 by July 1, 2026. Believe me, none of us had anything to do with setting this up. Mr. Mills: Okay. Mr. Pawelczyk: While I'm kind of reporting on stuff, remember the performance measures and standards thing that we spent so much time on? I’m glad that we didn't spend so much time on it, because there's a good chance that's going to be gone. Mr. Mills: Thank God. Mr. Pawelczyk: So that's one of the pieces of Legislation that's out there. I think they realized, as we indicated to you, how ridiculous that exercise was. So, there's a good chance that that one will be eliminated. Mr. Brown: Good. ii. District Manager iii. Field Manager Mr. Pawelczyk: We'll send out a Legislative Report. Most of the legislation is effective July 1st. We're putting that together now, but we're trying to wait to send it to you until more of the legislation is worth reporting, because a lot of it just gets dropped, over the next month or month and a half. If not at the May meeting, it will be at the meeting after the May meeting. Mr. Darby: Okay, good. Mr. Pawelczyk: Thanks. That's all I have. Mr. Mills: District Manager. Mr. LeBrun: So, the main item I have was the draft Fiscal Year 2026 budget, which we already went through. I made notes today from the comments about the extra messaging of the sending out of emails and also the bulletin board. So, I'll make sure that gets taken care of as well. Mr. Mills: Rob, you’re next. Mr. Szozda: Okay. All of the lighting in Baytree continues to be in good shape. Every light that I know about is working, short of a few streetlights. So, we'll continue keeping an eye on that. However, I am having trouble with some of them. I've got a bunch of these things called ‘lighting hose’, to raise up the lighting. You will see a bunch of them are in the ground and I’m trying to get those raised up, so they're more effective and don't become a problem on the road. When the speed bumps on the front entrance were starting to raise up, we got that repaired. The side posts were straightened and painted, at least the list that I gave them. So, if you see anything else that's of concern, let me know and we'll have the same thing done. I think they did a pretty good job. IM Solutions is working on the PA system from the guard house to the pool. They're still struggling with it. They've been out here three times. They continue to say they can get it to work in their office. They put it on two different Internet signals and cannot get it to communicate. I think they've been spending quite a bit of time on it. Mr. Mills: It sounds like a Spectrum issue. Mr. Szozda: They thought it was an Internet problem. Mr. Mills: Maybe our speed isn't fast enough. Mr. Darby: For what we pay, it shouldn’t be. Mr. Mills: Because voice probably takes a lot more speed than data. Mr. Szozda: Okay. Mr. Mills: They should know that if they're working on it. Mr. Szozda: Yeah, I would think they would know. That’s what they suggested. I don't know what their next step forward is. The pool deck was cleaned by Ken Horn. They did a good job, but it doesn't take long for the black stuff to start accumulating back along those edges. We tried to get the cleaning company to do something about it. They are not the right fit for that. I'm looking for another solution there. I had Peter come out for two issues. The preserve over on Glastonbury, the individual there thought his whole property was going to erode into the preserve. Peter came over and said that there's more of a safety issue. There was a block wall there and the water was dumping over there. It eroded the dirt, so Peter suggested we put some riprap and pour some dirt in there. Riprap is not going to move the dirt. He also addressed the storm drain. Now that we installed it, it is raising up. My suggestion is that we remove the tree or attempt to have the roots removed. Otherwise, it is not in terrible shape right now and we can monitor it going forward. I'll push that back to you, because we need a Board decision as to whether or not to take out one of those trees. A resident in Arundel called about three trees that are pretty tall. He was worried about them falling on their house. Josh went and looked at it and said that two of the three trees are dead. Josh is going to provide his estimate to remove those. Josh was a little concerned about the St. John's River Water Management District and their permissions to do it. So, we're going to send Josh's proposal to Peter. Peter knows some people there and he's going to try to push it through so that those trees can be removed. Mr. Mills: Are the trees actually in the preserve? Mr. Szozda: They're in the preserve. They're pretty tall old Oak trees covered in moss. Josh's evaluation was that two of the three needed to be removed. The third needs to be trimmed and he can provide an estimate for that. Mr. Mills: Would the trees actually fall on the house? Mr. Szozda: They're pretty tall. If they blew in that direction, they would hit the house. Mr. Mills: Okay. Mr. Szozda: No doubt about that. I did a tour with ECOR today on the lakes. They continue to do a very good job. If you see lakes are in bad shape, let's say like the one behind you, that is taken care of by the golf course and not by ECOR. Theirs are very, very clean. We do have a control structure that's actually on one of their lakes that feeds back into our lake. It's back here at the driving range. They have dumped a bunch of material back there, which we talked to them today about it. I feel like they're going to cooperate and get that material removed. So, when ECOR comes back to do some of their clearing, the golf course will move that stuff out of the way, because if a storm comes through, we need to be able to get through there to clean off the control structures. The sidewalks that were raised, were ground down. I believe this was since the last Board meeting. We did the maintenance on the gates with batteries and belts. I couldn't find the invoice, but I believe four batteries and two belts were replaced. I haven't seen any other issues. We spent a lot of money on these gates, and they all seem to be working fine. One of the LED lights was kind of going on and off, but we messed with the electric and it seems to be working. Fingers crossed that those are still going to work. Of course, we mentioned that the HVAC unit was replaced in the guardhouse. Ants continue to be a problem. We get a lot of emails on them and ECOR has been out here a couple times, doing some baiting. They've given us proposals to do other baiting. Of course, you can't just go throw stuff on people's property to control ants without their permission, so there may be a bit of a challenge there. Of course we can do whatever we want in the common areas. We got an evaluation of the mulch in the playground. The vendor said that you're good for now and probably have another year. Their projection is that by regulation, all of the mulch is going to have to be removed and replaced within a year. So, I assume that's probably a little bit more than just putting in new mulch. I'll keep that on my radar, and we'll deal with that about a year from now. I talked about the Balmoral lights. We are awaiting three additional proposals for electrical services. We talked about that at the last meeting. The CDD letterboard lights were replaced. They got struck when the irrigation system got hit or blown up or whatever happened. So those lights are back in service. The tennis court gate got damaged when someone broke in. They took off one of the hinges. We placed a new hinge on there, so it's back to working fine. I still got both that board back up. The floor of the guardhouse has been a challenge since I got here. We just need to replace it. I will start getting some prices to get a new high traffic vinyl floor. Mr. Brown: What if we just left it as cement? Mr. Szozda: Is there cement under there? Mr. Brown: I believe so. Mr. Mills: It is. Mr. Szozda: Okay. I will just clear it off and see what happens. Mr. Mills: I agree with Rick. I think we just take the floor out and then seal the concrete floor. Walmart does it very successfully. We could also do it and make it look nice. We can put sparkles or something on the floor. Mr. Szozda: Okay. We can put an epoxy coating or something like that. Mr. Brown: No, we can’t do that. Mr. Mills: What, epoxy coating? Mr. Brown: No, you can’t put that stardust down because then someone will come to the ARC Committee asking, “Can I do that to my driveway?” Mr. Mills: I’m joking, but I think that concrete is the answer. Mr. Szozda: Alright. That's all I have. NINTH ORDER OF BUSINESS Treasurer’s Report A. Consideration of Check Register Mr. Mills: Treasurer's Report. Mr. LeBrun: We have our Check Register from February 1, 2025 through February 28, 2025. For the General Fund, you have Checks #63 through #69 and for your Payroll Fund, you have Checks #50695 through #50699. The total for the entire Check Register is $72,511.13. Behind that, is your register that details those checks. I’m happy to take any questions. Ms. Hill: I have a question on Dewberry’s invoice. Is that $1,100 just for coming out to repair the street or for something else? Mr. LeBrun: It is for any visit. Mr. Brown: I'll join you on that because I’m looking at his invoice. It is for five and a half hours in the amount of $1,100. Remember we had asked him to provide us with additional information when his bills were just for general engineering services. Mr. LeBrun: Yeah, we've requested it. Mr. Brown: Well, he's not doing what we asked. Ms. Hill: I was trying to figure out what it costs to have him be there and monitor that repair on the road. Mr. Brown: You’re not going to get it from this. This was all for December. Mr. Szozda: I saw that. That's December. I think we did that this year. Ms. Hill: Yes, we did. Mr. Brown: Alright. Just keep an eye on it. Mr. LeBrun: I can ask our contact to send us more detail. We've asked before, but that's what they're generating as their invoices. Ms. Hill: I was just curious, because it costs more to have the engineer there than it did for the repair. Mr. LeBrun: I know that the check might clear in February, but it could have been work that was done when he was onsite. Mr. Brown: How are invoices handled? Does Dewberry send them to your accounting office? Mr. LeBrun: They go straight to our accounting office and they process it. If they have questions, they will reach out to me or Rob and if there are no questions on it, they code it to the correct line item. Mr. Brown: So, they're the first line of defense. Mr. LeBrun: Accounting is the one that receives it. Mr. Brown: So, they need to know that we're looking on their invoices for more detail. Mr. LeBrun: Yeah. Ms. Hill: So, they don't match it up to our request for bid? Mr. LeBrun: No. It's billed at that rate that they are under contract for. But it sounds like it’s not under General Engineering Services. Other vendors have been a little better and provided a description. So, I'll have to reach out again to the office contact and say, “Hey, we need more information.” We've asked, but we'll ask again. Mr. Mills: I would suggest that you tell accounting that we do not pay any invoices if it's not specific. Mr. LeBrun: I'll also let Dewberry’s office know that we're going to be doing that. We've asked before, but we might take drastic measures like you're saying. Mr. Mills: Okay. Mr. LeBrun: Are there any other questions on the Check Register? If not, we need a motion to approve it. On MOTION by Mr. Darby seconded by Mr. Bosseler with all in favor the Check Register for February 1, 2025 through February 28, 2025 in the amount of $72,511.13 was approved. B. Balance Sheet and Income Statement Mr. LeBrun: Behind that, is your Balance Sheet and Income Statement. These are your unaudited financials through February 28th. It just kind of gives you a snapshot of where we are to date. We have roughly four and a half months left of the fiscal year. So, like I said, we're at a surplus right now, which is good. We'll keep trucking along until we finish up the year strong. Mr. Brown: I have a question. Thank you for sending me the information that I requested. Under Maintenance – Other Field (R&M) General, we have the repairs for the pool bath and drain. Should that be charged to the pool as opposed to just other fuel? Mr. Mills: It should be. Mr. Brown: You had mentioned that the road repair eventually was going to get charged back to the road. Mr. LeBrun: Yeah. Ms. Hill: That's why I was wondering whether that was that all road repair. Mr. LeBrun: Yeah. Typically, the line share of the pool, like the visits by the pool vendor, we can certainly code anything wherever the Board wishes. However, something like that, which wasn't really the pool, but the pipes from the pool, I think was coded into General R&M, but we can move it wherever you like. Mr. Mills: It should be under Maintenance - Pool. Mr. Brown: I just figured it's part of the pool. Mr. Darby: Right, I agree. Mr. LeBrun: I'll make a note of that. Mr. Brown: That's all. Mr. Mills: That's one thing we have to face also, which we didn't put in the budget that I know of, is lifting of the motors and filters. Did we get a quote back on that? Mr. Szozda: He said that he sent it. It took a while and about two weeks ago, he asked me if I received it. I went through before the meeting, but I didn’t see it. Mr. Mills: Could you get it for us for the next meeting, please? Mr. LeBrun: Yeah. Mr. Mills: Because hurricane season is coming and we don't want that to flood and wind up having to pay for motors for the pool. I remember that it was somewhere around $5,000 or $6,000. Mr. Szozda: He didn’t give me a number. Mr. Mills: I don't know where that is coming from, but I remember something like that. TENTH ORDER OF BUSINESS Supervisor’s Requests Mr. Mills: Alright, Supervisor's Requests. Richard? Mr. Bosseler: Okay. I got some bad news on the pool. As I swam, I counted the gouges at the bottom of the pool and we're up to 100. Mr. Mills: What? Mr. Bosseler: 100. Most of them are in the middle to the shallow end. It could be that the shoes that the water aerobics people wear, is accelerating it, but I don't think we can stop that. We know that the surface is over 10 years old. So, I just wanted to bring that up, because we're doing an inspection in the May/June time frame and hopefully we can get by and get another inspection under our belt. Mr. Brown: Well, has anybody been injured? Mr. Bosseler: No. Mr. Brown: Have the chemical components that are required to maintain the pool, the sanitary level, been askew? Mr. Bosseler: No. Mr. Brown: I haven't seen any reports. Based on State regulations, as it relates to resurfacing, a pool has to be resurfaced if it's unsanitary or unsafe. Mr. Mills: My question is, Rick, what kind of shoes are they wearing? Mr. Darby: Golf shoes. Mr. Bosseler: It's kind of a rubber sole. Ms. Hill: They are water shoes. Mr. Mills: But they wouldn't create spikes. Mr. Bosseler: I think it just accelerated a weak surface. The surface has been there over 10 years. So, over the last year, we went from 30 to 100. Mr. Brown: That just doesn’t make sense. Mr. Mills: It doesn't make sense. Mr. LeBrun: The good news is currently we have the pool resurface allocated coming up here. Mr. Brown: Well, yeah, you're going to resurface it and then we still don't have audio, visual, so the kids are going to come back and wreck it again. If we're using the wrong kind of rubber soles for water aerobics, we're just going to eat it away again. Mr. Mills: What happened to bare feet? Ms. Hill: What they're wearing is specifically for pools. Mr. Brown: Is it? Okay. Ms. Hill: Yeah, that should not be an issue. I don't know what is causing it. Mr. Brown: I would agree with you. Ms. Hill: That should not be an issue. Mr. Mills: Right. Mr. Brown: We haven't had any other vandalism other than at the tennis court with the skateboarders knocking down the entrance. Maybe it is just wear and tear. I don’t know. Mr. Bosseler: I hear there's a new surface out there for the bottom of pools, some diamond cut or something like that. So, as we get closer, we'll research the best surface we can put down. That's all I got. Mr. Mills: Alright, that's it. Rick? Mr. Brown: I have a couple of things. Hurricane season is coming up and we need to check the storm drains. If we need to vacuum them, we need to get a hold of the county, because they only have one vacuum truck for the entire county. So, if we have any problem drains, we better be first in line. Mr. Szozda: Typically, when it rains, I try to run around and see if I see any backups. I have not. There was one drain where a guy told me to look at the lake and the lake was up. So short of the visual of what I see, if it rains, I go check them and clean them off. Mr. Brown: Good. Every year we always check them. Mr. Mills: We've never had them vacuumed. Mr. Brown: I thought we had them vacuumed one year. Mr. Mills: No, we had a pipe at the lake vacuumed out. Mr. Brown: The only follow up from quotes on the electrical work for upfront, is what you mentioned in your report. Mr. Szozda: I requested four, but unfortunately, I sent it to the wrong email. I resent it Thursday of last week. Mr. Brown: Okay, and then the other comment that I have is a question. Last month or at the last meeting, we talked extensively about who owns the data for ACT relative to transponders and their use. Mr. LeBrun: Yep. Mr. Brown: Have we received an answer? Mr. LeBrun: I got feedback from their data team. Let me pull it up real quick. Mr. Brown: For the price of how much? Mr. LeBrun: So, I asked for everything they know about our data plan. Basically, the District has the small business plan. That's what is currently included with our agreement that we signed on for when we transitioned from the old style to the new Cloud based system. We can access event data up to three months in the past. So, we have three months of that data that's backed up. Any reports that we have them generate, they're saved for one month. So that's kind of the base plan that we have currently. However, there are upgrades to the plan. Basically, you can get the data for one year in the past. There is another option, with six months of time for saved reports, which is $100 a year. The premium plan is event data, five years in the past and two years of saved time for generated reports, is $150 a year. Mr. Mills: For two years. Mr. LeBrun: That goes back five years. I've been on this property for two to three years now. Usually if we ever have an event, we're reviewing it the next day, looking at cameras and getting reports. I have never had to go back three months, which is what we currently have. So, I don't think there's a value of paying for a longer time period, because we're usually on top of it right when it happens. Ms. Hill: How much is it? Mr. LeBrun: Right now, it's included in the price that we have. Mr. Brown: The whole idea was to see how much it would cost us, if we wanted to run a report showing transponder usage for the past year and then eliminate any transponders that hadn't been used in that year. Mr. LeBrun: Yeah. Mr. Brown: That would be $150. Mr. LeBrun: It would be $99 for the year. Mr. Brown: What a deal. Mr. LeBrun: They did say that was done recently. I think you guys said you had done that recently. Mr. Brown: A couple of years ago. Mr. LeBrun: But we can still request a report. We can do that. Rob does the transponders. He has the numbers and the VINs. We have all of that information, so if something comes up and we need to do that, we can. So, that's kind of where we're at with that plan. But like I said, we already have three months of data. I've never had to go past a week ever. Mr. Mills: So, if we would ask for a report for the last year, it would cost us $99. Mr. LeBrun: We'd have to upgrade to the next plan. Mr. Brown: So, it would cost us an additional $100 per year to have that data? Mr. Mills: Yeah, that's what I asked. Mr. Darby: Jeremy, do they have the data available or would that start accumulating from the time that you agreed to the plan? Mr. LeBrun: I asked them that question. Remember in the old system, they couldn't even communicate or prepare anything like that. So, we started with the new Cloud base, which I believe was a year and a half or so. So, it would be all that data that was stored on that new Cloud based PDK system that you guys upgraded to. Mr. Brown: So, they have it. Mr. LeBrun: They have it. Mr. Brown: They just want a check for $100. Mr. LeBrun: If you want longer data, you have to subscribe to the higher-level plan, but like I said, I've never had to go back that far. But it's $100 a year. If you guys wanted to that, I'm sure they would be amenable to that. Mr. Darby: I see no reason not to do it for a year. Mr. Mills: Exactly. Ms. Hill: Do you think it’s worth $100 just find out, at least one year? Then if it didn't do what we wanted it to do, we can cancel it and go back to the old system. Mr. Brown: This is America, man. We can do that. Mr. Mills: Yeah, I would like for us at least to have that for one year, so that we can say, “We want you to provide the data of the transponders that are not being used and turn them off.” Mr. Szozda: Correct. I've been in conversations with them as well and I think there's a programming element to that, which we're going to have to pay for separately. Mr. Brown: Well, that's not what he's saying. Mr. Szozda: I think they just give you the data. Mr. LeBrun: They will send us the data, essentially. Mr. Szozda: Its pages and pages of data. Mr. Brown: Let's reverse it. Can they run a report of every transponder that wasn't used? Mr. Szozda: Again, I think that's a programming thing. They would provide who came through. We know the series of numbers that we've issued and we know who's come through. Ms. Hill: Then you have to have somebody filter it, to find out who didn't come in. Mr. LeBrun: Here's where the challenge comes in. They send us the transponders already activated. That's how they come to us. Mr. Mills: That's true. Mr. LeBrun: When residents put them on their car, they already work. There's nothing else that has to be done by the resident. So, the other challenge is, they all are activated in the system. Now it will go into the report request. Mr. Brown: Can you find out how much it would cost us to get a report from them that indicates any transponder that is in their data system that hasn't been used in the last one year? Mr. LeBrun: I'll double check. The problem is all the ones that I have in the box, haven't been used. So those are going to show up as not being used, because they haven't gone through the gate. Mr. Mills: You would have to use a purchase date. Mr. Darby: Have you had them there for over a year? Mr. LeBrun: I don't know, Rob knows more than I do. Mr. Szozda: We’ve had them for a year now. Mr. Darby: Yeah, but some of those have been replaced periodically within the year. Mr. Brown: So, in other words, when we buy the transponders from them, they enter them into their Cloud? Mr. Mills: Yeah, they're already active. Mr. Szozda: I think it can be done. We just need to ask more questions. Mr. Mills: You could go by the date that you last bought the last transponders. Any transponders that were bought from this date, you don't count. It's the ones back behind the date, that you count. Mr. Szozda: No, I agree, but we still have two large data sets. There needs to be a sorting mechanism and they can probably program it pretty quickly. All we got is raw data. Mr. LeBrun: I'll ask them that specific question. I will tell them that I want this in writing. Mr. Brown: When you buy transponders, how many do we buy at once? Mr. Mills: 500, I think. Mr. Szozda: We buy hundreds at a time. Mr. Mills: Is it 100 or 500? Mr. Szozda: I don't know. Mr. Darby: I think it's 100. Resident (Not Identified): If people go to Rob and request transponders, at that time, do you folks then go back into your files to check who lives at that address, before you turn the transponder on? Mr. LeBrun: Paula is supposed to be notifying us anytime someone moves. Essentially we have that data on a spreadsheet and we can go back and say... Resident (Not Identified): So your option is to cancel them. Mr. LeBrun: When Rob checks them in, he has all that verification data. Mr. Mills: That hasn't always been done, though. That's the problem. Mr. Szozda: Occasionally they bring them to me. Resident (Not Identified): You have a dead one on my name. I’ve been here for four years, but we got rid of the truck. Mr. Mills: You didn't tell us? Resident (Not Identified): No, we just threw the transponder away. Mr. LeBrun: So, Rick, I'll ask that specific question and get that specific answer. Mr. Brown: That’s all I have. Mr. Mills: Okay. Jan, do you have anything? Ms. Hill: No. Mr. Mills: Jerry? Mr. Darby: I think I am good. Mr. Mills: I don't have anything either. Mr. LeBrun: We need a motion to adjourn. Resident (Artie Hudson, 1312 Montrose Way): I have a question. Mr. Mills: Sure. Resident (Artie Hudson, 1312 Montrose Way): The assessments for last year were raised. I think I heard you say that 93% was collected. Are reserves fully funded? Mr. Darby: No. Mr. Mills: We had the road budget up to over $600,000, but when we had the road sealed, it took $200,000 off of that number. I think we've gone through this, but we don't want to have to do a special assessment when we need to pave the roads, so we're trying to get it up enough that we can pay cash to have it done. Mr. Darby: To put another way, Artie, in the original budget, keeping the assessment of $2,500, the road allocation reserve was $77,000. Under this budget, at $2,600, the road allocation is $103,000. So that money is going directly into the reserves. Mr. Mills: Yep. Ms. Hill: All of our expenses are going up. Just like our Tax Bill went up. So, at the very least, we're even. All we're doing is trying to stay with our expenses. In years past, the Board would not raise the assessment, but they keep kicking it down the road and then all of a sudden we ended up one year, having a big increase. We would rather keep current and have a smaller increase every year than let it accumulate and all of a sudden people have a big assessment. Does that make sense? Mr. Brown: Until the price of oil goes up. Resident (Artie Hudson, 1312 Montrose Way): I’m concerned with all of these tariffs. But as far as maintenance and capital projects and all of that other stuff, we’re fine? Ms. Hill: We think so. Until we get up one morning and there's a big hole someplace. Mr. Brown: I'm not sure about the pool resurfacing. Mr. Darby: Well, we have $50,000 in the 2026 Capital Plan. Resident (Artie Hudson, 1312 Montrose Way): Is the road resurfacing in this budget? Mr. Brown: It's in the next budget. Mr. Mills: Yep. Mr. Darby: The 2026 budget. Mr. Brown: Unless they increase the price. Mr. Mills: Anything else? Ms. Hill: When you're doing your budget for the BCA, you might want to look at helping with pool resurfacing, because that's for our entire community. Resident (Artie Hudson, 1312 Montrose Way): I think that money should be used to supplement the maintenance of the pickleball courts, atriums and stuff like that. Ms. Hill: Right. But the whole community uses that pool. Resident (Artie Hudson, 1312 Montrose Way): I understand, that’s why we have the assessment. Ms. Hill: Okay, so you're telling us we should assess the community more. $100 isn't going to cover the entire pool. Resident (Artie Hudson, 1312 Montrose Way): You have an opportunity to raise it $200. Ms. Hill: That might be what we need to do. Mr. Brown: I have no problem with it. I happen to agree with you. Mr. Mills: Anything else? Hearing none, we need a motion to adjourn. ELEVENTH ORDER OF BUSINESS Adjournment On MOTION by Mr. Darby seconded by Mr. Bosseler with all in favor the meeting was adjourned. ________________________________ ________________________________ Secretary / Assistant Secretary Chairman / Vice Chairman