MONTECITO COMMUNITY DEVELOPMENT
DISTRICT

BREVARD COUNTY Regular Board Meeting November 8, 2023
9:30 A.M.

Special District Services, Inc.
The Oaks Center 2501A Burns Road
Palm Beach Gardens, FL 33410

www.montecitocdd.org 561.630.4922 Telephone 877.SDS.4922 Toll Free 561.630.4923 Facsimile

Call to Order

AGENDA MONTECITO
COMMUNITY DEVELOPMENT DISTRICT
Montecito Beach Club 208 Montecito Drive
Satellite Beach, Florida 32937
REGULAR BOARD MEETING
ZOOM LINK: HTTPS://US02WEB.ZOOM.US/J/3341025012 CALL IN: (305) 224 1968 MEETING ID: 334 102 5012
November 8, 2023
9:30 A.M.

Proof of Publication…	Page 1
Establish Quorum
Additions or Deletions to Agenda
Comments From the Public Related to Agenda Items (Limited to 3 Minutes per Person)
Approval of Consent Agenda
October 11, 2023 Regular Board Meeting Minutes…	Page 2
Landscape and Irrigation Report
ProGreen…	Page 8
Old Business
Status of Rock Installation by Vue Fence – 50% Cost Share Offer
Status of Consuptive Use Permit (CUP) Compliance
Status of Parcel Conveyance – Final 11 Parcels from Montecito CDD Holdings
New Business
Consider Approval of Electronic Box Repair (2 Boxes)…	Page 11
Discussion Regarding Montecito Irrigation Analysis 2023…	Page 12
Discussion Regarding Aquatic Maintenance
Consider Resolution No. 2023-21 – Adopting Fiscal Year 2023/2023 Amended Budget.	Page 32
General Manager’s Report and Related Business Items
General Manager’s Report…	Page 38
Consider Approval of Priority Replacement of Electrical Panel at Pump Station 2…	Page 42
Consider Approval to Purchase Clubhouse Controller…	Page 43
Consider Approval to Install Black Metal Edging…	Page 44
Consider Approval to Replace Shrubs in Park Area…	Page 45
Homeowner Request
93 Montecito – Request Sod Installed at 5 Foot Section of CDD Area Behind Townhomes at Shearwater Wall
629 Monterey – Request Removal of Muhly Grass on Shoreline of Pond and Replaced with Grass to not Obstruct his View of the Water

136 Clemente – Request Removal of White Birds of Paradise from in Front the their Home in CDD Areas
Supervisor Request
Henson – Request Change of Bush Heights in Landscape Agreement to (6 Feet In Privacy Areas – Backs of Homes) and Window Sill Height Along all Sides of the Townhomes
Henson – Request CDD Work with HOA to Ensure Both Governing Rules Match Regarding Bush Heights and Landscaping Requirements
Henson – Request to have Palms on Carlsbad Mulched
Henson – Request Board Consider Soil Samples in Areas Like Ventura that Have Always Struggled
Henson – Request Board Consider Removal of 4 Trees on Montecito by Mailboxes and Carlsbad that Seem to Struggle and Fall Over and replace with a New Type of Tree. Silver Button does well
Administrative Matters
Legal Report
Engineer Report
Managers Report
Financials…	Page 46
Board Member Requests
Comments From the Audience
Announcement of Next Scheduled Board Meeting
Adjourn

A GANNETT COMPANY

MONTECITO COMMUNITY DEVELOPMEN 2501 BURNS RD STE A

PALM BEACH GARDENS, FL, 33410

STATE OF WISCONSIN COUNTY OF BROWN:
Before the undersigned authority personally appeared said legal clerk, who on oath says that he or she is a Legal Advertising Representative of the FLORIDA TODAY , a daily newspaper published in Brevard County, Florida that the attached copy of advertisement, being a Legal Ad in the matter of

Notice of Meetings

as published in FLORIDA TODAY in the issue(s) dated: or by publication on the newspaper's website, if authorized, on

09/29/2023

Affiant further says that the said FLORIDA TODAY is a newspaper in said Brevard County, Florida and that the said newspaper has heretofore been continuously published in said Brevard County, Florida each day and has
been entered as periodicals matter at the post office in MELBOURNE in said Brevard County, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement; and affiant further says that he or
she has never paid nor promised any person, firm or coporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper.

Sworn to and Subscribed before me this 29th of September 2023, by legal clerk who is personally known to me
,	--..:

Affiant

Notary

AMY	KOKOTT
Notary Public State of Wisconsin

My commission	pires Publication Cost: $256.89 Ad No: 0005835202
Customer No: BRE-0000002006
This is not an invoice
# of Affidavits 1

AdiS83Sl02	09/2912023 BOARD OF SUPfRV ORS'
MEETING DATES MONTEOTO COMMUNITY DEVELOPMENT DISTRICT FISCAL YEAR 202312024
The Board of Supervisors of the Montedto Community Development District (the District) will hold their reg u!ar l'!'J?etirv;s for fiscal ye3r 2023/2024 at 9:30 a.m. at Wntecito Beac.h Club,
203 Montecito Dri\le, Satellite Beach, Florida 32937, on the following dates:
October 11, 2023
November 8, 2023
December 13, 2023 January10,2024 February 14, 1024
March 13, 2024
AprH 10, 2024
May B, 2024
Jun, 12, 2024
July 10, 2024
August 14, 2024
September 11, 2024
The meetings are open to the public and will be conductc.<f in accordance with the pro1JiSiOf1 of Florida law for com­ munity dCNelopment districts. The meet• ings may be continued to a date, time, and place to be specified on the record ti/ ;:t70it, g f !Y : tained from the District's website at
!'{imQnt i!9fq_g.()rg or by contacting the District Manager at 1·877-737-4922 five (5} days prior to the date of the par· ticular met'1ing.
There may be co: i0f1S \>Alen one or
,; r;! 0RJr ::/\i11 r:i :a the Americans with Disabi!ili Act, any person requiring dal accommoda• tions at thi me€ting because of a disa-
!Y11 !b ftj Ibf/k r:e& ; 631t492i at !ea<i,t 48 hours prior to the m tin . If you are head or ch  impaired,
ed !n i i1, o = s f11 ;f
/ 1-800-955-8770 (Voice), for aid in con• ta<:ting the District Office.
Any person who dl!Odes to appeal any decision made at the meeting ,"!'1th re• spect to any matter consid1nd at the
: a	1	i  v	i

r:cid

i Z· a r :n	0if h o
ei \ ;,:e	tl\	;
is to be based.
Meetings may be callCeHed from time to
time without advertist'd notice.
Distrkt Ja cr
MOlffECITO COMMUPlll'I DEVELOPMENT DISTRICT
www.montecitocdti.org

MONTECITO COMMUNITY DEVELOPMENT DISTRICT REGULAR BOARD MEETING MINUTES
OCTOBER 11, 2023

CALL TO ORDER

The Regular Board Meeting of the Montecito Community Development District (the “District”) was called to order at 9:32 a.m. at 208 Montecito Drive, Satellite Beach, Florida 32937.

PROOF OF PUBLICATION

Proof of publication was presented which showed that notice of the Regular Board Meeting had been published in the Florida Today on September 29, 2023, as legally required.

ESTABLISH A QUORUM

A quorum was established with the following Supervisors in attendance: Catherine LeCesne, Ed Henson, Tanja Glynn, Richard Wellman and Eric Smith.
Also in attendance were District Manager Frank Sakuma of Special District Services, Inc.; Attorney Michael Pawelczyk of Billing, Cochran, Lyles, Mauro & Ramsey, P.A.; and General Manager Denisse Grimm of Vesta Property Services.

ADDITIONS OR DELETIONS TO THE AGENDA

Mr. Sakuma asked for “IRS Memo” to be added under New Business (#5). Supervisor Henson offered a handout to be included in the meeting records. There were no further additions or deletions to the agenda. A motion was made by Ms. LeCesne, seconded by Mr. Henson and passed unanimously adopting the agenda as amended.

COMMENTS FROM THE PUBLIC RELATED TO AGENDA ITEMS

Mr. James Bourdeau commented on the Landscape and Irrigation Report, and the fountains in Section K of the agenda. Mr. Mark Nehiba commented on the lack of parking enforcement outside of business hours.

APPROVAL OF CONSENT AGENDA

September 6, 2023, Regular Board Meeting Minutes

A motion was made by Mr. Wellman, seconded by Mr. Smith and passed unanimously approving all items under the consent agenda.

APPROVAL OF DISTRICT ENGINEER

Mr. Sakuma introduced Mr. Stef Matthes of Culpepper & Terpening and asked the Board for their consideration of the agreement to hire a District Engineer. After discussion between the Board and Mr.

Matthes, a motion was made by Mr. Henson, seconded by Mr. Wellman and passed unanimously approving the District Engineer agreement with Culpepper & Terpening.

LANDSCAPE & IRRIGATION REPORTS

ProGreen

Mr. Sakuma announced the report was included in the Board package and Mr. Kahue from ProGreen was in the audience to answer questions. Mr. Henson advised the handout to Board members included elements of his meeting with ProGreen and Ms. Grimm. Mr. Kahue answered questions about controllers failing, other landscape items, and the Jasmine test locations. After Board discussion of one of the failed controllers, Mr. Sakuma was directed to gather information and contact the entity which may have caused the controller failure, and to ask for restitution.

OLD BUSINESS

Status of Rock Installation by Vue Fence

Mr. Sakuma advised the prior management company had not received a reply from the Developer as to the District’s inquiry about cost sharing of rock installation adjacent to the eastern fence. Mr. Sakuma will attempt to contact the Developer and report what, if any, response they provide.

Status of Consumptive Use Permit (CUP) Compliance

Mr. Sakuma advised that Insight (vendor) was assisting with CUP compliance until the new District Engineer is able to move this item forward from his office. Now that Culpepper & Terpening are retained, they will be tasked with bringing the District into compliance.

Status of Parcel Conveyances

Mr. Pawelczyk provided the Board and new District Engineer a brief history of outstanding parcels which need to be transferred to the District. With the assistance of the District Attorney and Engineer, those parcels will be evaluated, and if in compliance, transferred to the District.

Status of District Litigation

Mr. Sakuma explained to the Board no action was required at this time. Special District Services (SDS) had contacted the insurance agent for the District and updated their records to reflect the new management company.

NEW BUSINESS

Discussion Regarding District Website and Emails

Mr. Sakuma asked for Board permission to allow SDS to create an ADA compliant website for the District, in similar form and format as other SDS clients. A motion was made by Ms. LeCesne, seconded by Mr. Smith, and after discussion, unanimously passed authorizing SDS to create a new website for the District.

Mr. Sakuma offered Supervisors the opportunity to use a District email to conduct District business. He asked for any Supervisor wishing to have a @montecitocdd.org email to contact him at their convenience.

Consider Resolution 2023-19 Adopting A Records Retention Policy

Mr. Sakuma presented Resolution 2023-19 entitled:

RESOLUTION NO. 2023-19

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE MONTECITO COMMUNITY DEVELOPMENT DISTRICT PROVIDING FOR THE APPOINTMENT OF A RECORDS MANAGEMENT LIAISON OFFICER; PROVIDING THE DUTIES OF THE RECORDS MANAGEMENT LIAISON OFFICER; ADOPTING A RECORDS RETENTION POLICY; DETERMINING THE ELECTRONIC RECORD TO BE THE OFFICIAL RECORD; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.

Mr. Sakuma read the title of the resolution into the record and stated that it provides for several elements related to adoption of a records retention policy and also determines the electronic records will be the official record of the District. A motion was made by Ms. LeCesne, seconded by Mr. Wellman and unanimously passed approving and adopting Resolution No. 2023-19, as presented.

Consider Resolution 2023-20 Public Funds Official Custodian

Mr. Sakuma presented Resolution 2023-20 entitled:

RESOLUTION NO. 2023-20

A RESOLUTION OF THE BOARD OF SUPERVISORS OF THE MONTECITO COMMUNITY DEVELOPMENT DISTRICT, DESIGNATING AN OFFICIAL CUSTODIAN OF THE DISTRICT’S PUBLIC FUNDS, AND PROVIDING AN EFFECTIVE DATE.

Mr. Sakuma read the title of the resolution into the record and stated this action is required by Truist Bank in order for SDS to access the District’s bank accounts. A motion was made by Mr. Wellman, seconded by Ms. LeCesne and unanimously passed approving and adopting Resolution No. 2023-20, as presented.

Consider Approval of Hoover Pumps Maintenance Agreement

Mr. Sakuma asked for Board consideration of the Hoover Pumps Maintenance Agreement presented in the Board package. After Board discussion, a motion was made by Mr. Henson, seconded by Mr. Wellman and unanimously passed approving the Hoover Pumps Maintenance Agreement as presented, and authorizing checking the “yes” box on the signature page of the agreement.

Internal Revenue Service – Memorandum

Mr. Sakuma referred the Board to a memorandum provided by SDS explaining the current status and lack of access to the District’s IRS account, and initial indications the District may not be correctly designated as “government” in the IRS system. SDS will continue to work with IRS agents toward full access. Also, Mr. Sakuma advised Supervisors they should not have been compensated via 1099, instead they should be compensated through regular payroll. He thanked the Board for their patience while SDS works to gain access to District information at the IRS.

GENERAL MANAGER’S REPORT AND RELATED BUSINESS ITEMS

General Manager’s Report

Ms. Grimm noted her report was included in the Board package and moved into presenting the related business items for Board consideration.

Consider Approval and Ratification of Priority Purchase – Insight Irrigation – East Clock Replacement

Mr. Sakuma advised the approval for the East Clock Replacement occurred in advance of the Board meeting and that action now required approval and ratification. After discussion, a motion was made by Mr. Smith, seconded by Mr. Wellman and unanimously passed approving and ratifying the priority purchase of the east clock replacement for $6,900.

In her report, Ms. Grimm recommended the Board purchase an additional controller for $6,900 to have on hand for when the next controller fails. Costs include installation. After discussion, no motion was offered and staff were directed to bring this item for consideration at the next meeting.

Consider Approval of Safety Issue – Control Panel Replacement – Coquina
Consider Approval of Cable Replacement – Coquina
6.  Consider Approval of Pump/Motor Replacement – Pacifica

Ms. Grimm explained the new pump and motor at the Lake Coquina fountain would not function unless the control panel and cable are both replaced. There was significant Board discussion about the fountains, their cost of maintenance and replacement, and the need to consider other less expensive options. After discussion, a motion was made by Mr. Henson, seconded by Mr. Wellman approving Lake Coquina control panel replacement for $3,439.00; Lake Coquina cable replacement for $4,534.50; and Lake Pacifica pump and motor replacement for $5,038.00. Ms. LeCesne voted no, all other Supervisors voted yes and the motion was adopted. Staff was asked to bring possible options related to “throw away” fountains for Board discussion.

5.  Consider Approval of Lake/Pond Maintenance

Ms. Grimm explained the aquatic vendor information provided in the Board package. After discussion, the Board tabled this item until the next meeting. Mr. Pawelczyk offered to draft an agreement should the Board decide to terminate the existing agreement with Ecor, which would require a thirty day notice to the vendor.

Discussion of Sign Design Preferences

Ms. Grimm advised she anticipated sign examples and would reach out to Supervisors when they arrived so they may evaluate them in person. Mr. Matthes answered several Board questions about parking signage allowed in the District.

Discussion Regarding Jasmine Test Locations

Ms. Grimm noted the Jasmine test locations were discussed earlier in the meeting during the landscape and irrigation reports.

Discussion of Prior Approval to Remove Poinciana Trees

Ms. Grimm advised that she had obtained another quote to remove the trees, and also a second arborist opinion about the trees. The Board discussed permitting requirements, costs of rehabilitating the trees and the need for planning for future maintenance to avoid this same situation. The Board authorized Ms. Carol Wellman to speak, and she noted a permit is required before trees may be removed. She was advised the proper permits would be obtained before removal.

Discussion Regarding Original Arbor Letter

This item was discussed during the prior item (#9.), related to the removal of Poinciana trees.

ADMINISTRATIVE MATTERS

Legal Report
Mr. Pawelczyk had nothing further for the Board.
Engineer Report
Mr. Matthes had nothing further for the Board.
Manager Report
Mr. Sakuma thanked the Board for their patience during the conversion to the new management firm.

BOARD MEMBER REQUESTS

Distribution of a SFH 'Handbook' to Residents
Ms. LeCesne advised the Board that a handbook would be available in the clubhouse if provided by the HOA.

COMMENTS FROM THE AUDIENCE

Mr. Bourdeau commented on the possible transition to “throw away” fountains, which may result in fountains dissimilar from the existing ones.

Chairperson LeCesne responded to earlier complaints about parking brought up by Mr. Nehiba. Supervisor Glynn responded to earlier complaints about parking brought up by Mr. Nehiba.

The Board discussed parking violations. Consensus was to inform violators in writing. The Board directed staff to send notice of violation to residents in writing for repeat offenders, either by email or US mail.

ANNOUNCEMENT OF NEXT SCHEDULED BOARD MEETING

Mr. Sakuma announced the next scheduled meeting is on November 8th.

ADJOURN

There being no further business to come before the Board, Chairperson LeCesne adjourned the meeting at 12:01 p.m. without objection.

ATTESTED BY:

Secretary/Assistant Secretary	Chairperson/Vice-Chair

Date: 10/27/23

Montecito CDD Monthly Executive Summary - ProGreen Services

Completed Projects:

Weekly:

Met with Denisse and Ed weekly to complete landscaping inspections.

Daily Task:

10/9/23 - Installed weed control and fertilizer in CDD areas.

10/13/23 - New East Controller was installed by Insight. Coordinated with reallocation of zone numbers.

10/18/23 - Started the well abandonment and install of new well head.

10/19/23 - Installed and buried in conduit 150' of 2 wire to complete repair of outage on the single-family section. Replaced 4 decoders to resolve outage at zones 84-87 on the East Controller.

10/20/23 - Received the Irrigation Analysis Report from Insight. Reviewing the findings with the ProGreen team.

10/27/23 - Completed wet check inspections of the CDD irrigation.

10/26/23 - Sprayed the selected locations of the jasmine and sod project installation sections of the verge areas. Installations are scheduled for the first part of November.

Current Irrigation Map: 10/27/23

Maintenance Service Schedule:

Service date for October is on Wednesday and Thursdays. We are moving to our off-season schedule of service every other week.
Mowing Schedule for November - 8&9, and 21&22. Subject to change depending on weather.
Detail schedule for November - 1&2- and 15 &16 -CDD
Bed Weed Treat areas as necessary.

Montecito - CDD Enhancement Estimates
Well abandonment and new install. Install Jasmine and Sod Verge Installs Install Rock and Mulch
Install Rock along the Vue fence on Carlsbad

Luke’s Handyman And Window Cleaning

QUOTE

Date: 10-30-23

To: Montecito

Qty	Description	Unit Price	Line Total

	Electronic box repair. (2 boxes)
Remove rotten wood and old shelves.
Install 3 new plywood shelves in both boxes.
Install new gaskets on the doors.
Replace rusted hinges.
Replace rusted latches.
Install metal flashing inside to drain wind blown rain out vents.
Caulk to seal		

$1,750	

				

				

				
				
Subtotal Sales Tax
Total		
		
	$1,750	

Make all checks payable to Luke’s Handyman
Thank you for your business!

10/19/23

Montecito Irrigation Analysis
By Insight Irrigation
This analysis intends to determine if the irrigation system at Montecito, as installed and managed, is in adherence with standard irrigation practices in the State of Florida and sufficient to supplement enough water to sustain the landscape at Montecito. This report is for the HOA and Property Manager to review and use with the 2018 Montecito Irrigation Analysis by Insight Irrigation.
Montecito is a 75-acre community located in Satellite Beach, Florida. The community comprises three pump stations and three irrigation controllers for all communal areas and residential homes. The irrigation system uses water from onsite lakes. The lakes have submersible wells for recharging the lakes when they are low.
Note: This report does not include SJRWMD permit information.

1

Irrigated Area by Controller and Pump Station

Blue is the West Pump and Controller
Red is the Clubhouse Pump and Controller Green is the East Pump and Controller
Yellow C denotes the Pump and Controller Location in the respective area

Pumping System

A significant issue identified in 2018 was the condition of the irrigation pumps. The Clubhouse and West pump were in disrepair, rusted, and needed replacement. Since 2018, the West and Clubhouse pumps have been replaced and are in good working order.
 	
West Pump 2018	West Pump 2023

2

Clubhouse Pump 2018	Clubhouse Pump 2023

New East Pump 2018	East Pump 2023

Each Pump uses the Hoover FlowGuard Remote Monitoring System.

3

Filtration
In 2018, the West and Clubhouse Pumps filtration was leaking and needed replacement. The East pump had NO filtration. Since 2023, Hoover Pumping has added filters to the East Pump and replaced the Clubhouse and West pump filters. They are not leaking and working correctly.

West Filter 2018	West Filter 2023

Clubhouse Filter 2018	Clubhouse Filter 2023

4

East Filter -Note there was no filter in 2018

Irrigation Controllers
Montecito uses the Hunter Irrigation ACC and ACC2 Decoder Control system to operate the irrigation system. It uses two-wire technology to manage the valves.

Decoder

Two-Wire Path

Valve

Wire Splice

In a 2-Wire System every zone is connected back to the controller by two wires.

5

Each irrigation controller has a cellular modem for use with IMMS and Centralus Remote Operation System.

The East and West Controller use the latest ACC2 Decoder Controllers with Centralus.

6

The Clubhouse uses the first-generation ACC Decoder controller for use with IMMS.
As of October 15, 2023, each controller operates correctly and is online. Updating the Clubhouse to the ACC2 Decoder model is recommended as parts and manufacturer support are being phased out.

The Centralus System allows Insight Irrigation to test, schedule, and adjust irrigation run times remotely. Centralus also enables irrigation contractors to perform wet checks from their phones.

7

Remote Control Valves

There are over two hundred valves located throughout the property.

Valve Locations

As there were in 2018, valve issues persist in 2023.

Missing wire nuts	Valve boxes full of dirt

8