MINUTES OF MEETING 

POINCIANA 

COMMUNITY DEVELOPMENT DISTRICT 

 

 The regular meeting of the Board of Supervisors of the Poinciana Community 
Development District was held on Wednesday, May 15 2024 at 12:00 p.m. via Zoom 
Communication Media Technology and in the Starlite Ballroom, 384 Village Drive, Poinciana, 
Florida. 

 

 Present and constituting a quorum were: 

 

 Tony Reed Chairman 

 Robert Zimbardi Vice Chairman 

 Jon Cameron Assistant Secretary 

 Anita Nelson via Zoom Assistant Secretary 

 

 

 Also present were: 

 

 

 Tricia Adams District Manager 

 Monica Virgen District Manager 

 Jan Carpenter District Counsel 

 Kathy Leo District Engineer 

 Joel Blanco Field Services 

 Stephen Amrhein Solitude Lake Management 

 Jennifer Fitz Solitude Lake Management 

 Residents 

 

 

 The following is a summary of the discussions and actions taken at the May 15, 2024 
Poinciana Community Development District’s Board of Supervisors Meeting. 

 

FIRST ORDER OF BUSINESS Roll Call 

 Ms. Adams called the meeting to order and called the roll at 12:00 p.m. All Supervisors 
were present. 

 

SECOND ORDER OF BUSNESS Pledge of Allegiance 

 The Pledge of Allegiance was recited. 

 


THIRD ORDER OF BUSINESS Public Comment Period on Agenda Items 

 Ms. Adams opened the public comment period. There were no comments, so Ms. Adams 
closed the public comment period. 

 

FOURTH ORDER OF BUSINESS Approval of Minutes of the April 17, 2024 
Meeting 

 Ms. Adams presented the minutes of the March 20, 2024 Board of Supervisors meeting. 
Mr. Zimbardi did not understand the context of the statement, “Mr. Zimbardi believed that this 
was the worst pond that the CDD,” which was on Page 7. Ms. Adams would delete this 
statement. Mr. Reed noted on Page 11, Mr. Reed and Mr. Zimbardi were transposed. On Page 
13, in the last sentence, “Mr. Reed appreciated that, especially if the CDD was going to modify 
the ditch system,” it should be the county. On Page 9, Mr. Reed pointed out that they did not 
approve the financials, they accepted them. 

 

On MOTION by Mr. Reed seconded by Mr. Cameron with all in 
favor the Minutes of the April 17, 2024 Meeting were approved as 
amended. 

 

FIFTH ORDER OF BUSINESS Organizational Matters 

i. Review of Resumes/Letters(s) of Interest to Fulfill the Board Vacancy 
in Seat #4 
ii. Appointment of Individual to Fulfill the Board Vacancy with a Term 
Ending November 2024 


Ms. Adams recalled that there was a Board vacancy for Seat #4 and at the time that the 
Board recognized the vacancy, there was direction to staff to solicit for Resumes and Letters of 
Interest, to be considered at the April meeting. Resumes and Letters of Interest were received 
from Ms. Brenda Taylor and Mr. Rick McKelvey, which were included the April agenda 
package, in accordance with direction from the Board. However, there was another qualified 
elector, Mr. Skip Stellfox, who provided a Letter of Interest, which was forwarded to the Board, 
but it received after the deadline. Mr. Reed felt that even though Mr. Stellfox had excellent 
qualifications, he did not meet the deadline and should not be added to the list. Mr. Zimbardi 
concurred. Ms. Adams pointed out that Ms. Brenda Taylor and Mr. Rick McKelvey were 
informed that the organizational matter had been rescheduled for today's meeting and were in 
attendance. There was Board consensus for each candidate to introduce themselves to the Board. 


 Ms. Brenda Taylor introduced herself and thanked the Board for the opportunity. Ms. 
Nelson questioned why Ms. Taylor was interested in serving on the Board. Ms. Taylor noted that 
she was no longer serving on the HOA Board and felt that she had the skill set to benefit the 
CDD. Ms. Nelson asked if there was anyone she could not work with, either on the CDD Board, 
HOA Board or anyone in the community. Ms. Taylor had an issue with one person; however, she 
attended a mediation with them, which went well and felt that everything was going to be fine. 
Ms. Nelson questioned how Ms. Taylor would feel if the Poinciana and Poinciana West CDD 
Boards were merged into one CDD. Ms. Taylor would support it 110%. Mr. Rick McKelvey 
introduced himself, noting that he lived in the community for nine years and felt that Solivita 
was the beauty of the community, including in large part, to the ponds and wilderness areas that 
were unique to the community. In addition, he felt that what the Board did, was very important to 
maintain the community. Ms. Nelson asked if there was anyone he could not work with, either 
on the CDD Board, HOA Board or anyone in the community. Mr. McKelvey pointed out that he 
worked with the HOA, was involved with the Wildlife Committee and on the committee for the 
Club. Ms. Nelson questioned how Mr. McKelvey would feel if the Poinciana and Poinciana 
West CDD Boards were merged into one CDD. Mr. McKelvey was in favor of it, as residents of 
Solivita were confused about who controlled what. Mr. Cameron felt that Ms. Brenda Taylor 
could do the job. Mr. Reed felt that they were lucky to have qualified people who volunteered to 
be on the Board and appreciated it. 

 

On MOTION by Mr. Cameron seconded by Mr. Zimbardi with 
Mr. Cameron and Mr. Zimbardi in favor and Mr. Reed and Ms. 
Nelson dissenting, the appointment of Ms. Brenda Taylor to Seat 
#4 was not approved. (Motion Failed 2-2). 

 

Mr. Reed was in favor of Mr. Rick McKelvey serving on the Board, due to his wetland 
and environmental science experience. 

 

On MOTION by Mr. Reed seconded by Ms. Nelson with Mr. Reed 
and Ms. Nelson in favor and Mr. Zimbardi and Mr. Cameron 
dissenting, the appointment of Mr. Rick McKelvey to Seat #4 was 
not approved. (Motion Failed 2-2). 

 

Ms. Adams stated since there was no appointment to the Board, this item would be tabled 
and placed on each agenda, either the vacancy was filled or until after the General Election, 


when a qualified elector was elected. Mr. Reed did not want to table this matter, as they needed 
another Board Member, due to quorum issues. Mr. Cameron agreed. Ms. Carpenter noted that 
the Board could ask for any other applications to be submitted at any time or rely on the ones 
that were submitted. 

iii. Administration of Oath of Office to Newly Appointed Board Member 


These items were deferred. 

iv. Consideration of Resolution 2024-02 Election of Officers 


 Ms. Adams presented Resolution 2024-02, for the Election of Officers, as any time after 
a General Election or appointment, the Board was required to elect officers. Currently, Mr. Reed 
served as Vice Chairman and the remaining Board Members served as Assistant Secretaries; 
however, there was a need for the Board to appoint a Chairman, as Ms. Epstein was Chair and 
she resigned. The Board could either elect a slate of officers or take these positions one by one. 
Several members of the District management team served as Secretary, Assistant Secretary, 
Treasurer and Assistant Treasurer, for the purposes of attesting the Chairman's signature, as well 
as processing District financial records and requested that these officers remain the same. 

 

On MOTION by Mr. Zimbardi seconded by Mr. Cameron with 
Mr. Zimbardi and Mr. Cameron in favor and Ms. Nelson and Mr. 
Reed dissenting, the appointment of Mr. Cameron as Chairman 
was not approved. (Motion Failed 2-2) 

 

On MOTION by Ms. Nelson seconded by Mr. Zimbardi with all in 
favor the appointment of Mr. Reed as Chairman was approved. 

 

On MOTION by Mr. Reed seconded by Ms. Nelson with all in 
favor the appointment of Mr. Zimbardi as Vice Chairman was 
approved. 

 

SIXTH ORDER OF BUSINESS Consideration of Resolution 2024-03 
Relating to General Election and Notice 
of Qualifying Procedure 

Ms. Adams introduced Ms. Monica Virgen of GMS, who presented Resolution 2024-03, 
memorializing that Seat 4, currently vacant and Seat 5, currently held by Mr. Robert Zimbardi 
were scheduled for the General Election in November of 2024. The CDD was required by Statute 
to announce on the record, the qualifying period, which was from Noon on June 10, 2024 


through Noon on June 14, 2024. The election was administered by the Polk County Supervisor 
of Elections office. A qualified elector must be 18 years of age, a US and State of Florida citizen 
that was registered to vote and resided within the District boundaries. 

 

On MOTION by Mr. Reed seconded by Ms. Nelson with all in 
favor Resolution 2024-03 Relating to the General Election and 
Qualifying Procedure was approved. 

 

SEVENTH ORDER OF BUSINESS Consideration of Review of 
Improvements on CDD Tracts 

Ms. Carpenter reported that she had been working for several months to lay out which 
CDD parcels had HOA improvements. The deeds from Taylor Morrison specifically excluded 
those improvements. She reviewed the list that Mr. Blanco and Mr. Smith worked on, with the 
assistance of Mr. Cameron. They had a parcel IDs on most of them. There were 22 different 
pieces of property that have improvements and the Board needed to decide whether to convey 
them to the CDD for maintenance or go back to the HOA and have the HOA maintain them. Mr. 
Cameron indicated that he reviewed the most recent list and stated in the past, when there were 
transfers to the CDD some had exclusions, but many did not. In the ensuing years, the developer 
and HOA installed landscaping and other items on CDD property. Residents were paying for the 
maintenance and there needed to be an understanding of who owned what, as there was 
confusion and felt that the list would help eliminate the confusion. Ms. Carpenter felt that it 
made sense on the one parcel that had retaining walls, as those were generally maintained by the 
HOA. Mr. Cameron understood that the retaining walls were built by the developer. Ms. 
Carpenter confirmed that in most cases, the developer built the retaining walls for new 
development and it made sense if the Board wanted to review the list again, to see if there was 
anything else to add. 

Mr. Reed preferred to defer this matter for a month, until the Board had time to review 
the information. He also wanted the HOA to rethink and reevaluate the requested changes made 
and try to come up with something to remain status quo until sometime in the future. Ms. 
Carpenter suggested engaging in a License Agreement. Mr. Zimbardi questioned who was the 
maintaining entity at this time. Mr. Cameron did not want the Board to make a decision until 
they were sure that the HOA was maintaining those parcels. Mr. Reed agreed and wanted to find 
out who created the improvement. Ms. Carpenter confirmed that it was not created with CDD 


funds. Ms. Carpenter noted in most cases, it was probably the developer. Mr. Cameron believed 
that everything was done by the developer/HOA, the sidewalks, grass and buildings, through a 
handshake agreement, since they could not find anything in writing. Mr. Reed questioned why 
the retaining walls were on the improvement list. Ms. Carpenter explained that retaining walls 
were private walls that benefitted the lots. Mr. Reed pointed out that the County documents 
indicated that the HOA was responsible for maintenance of the retaining walls and not the CDD. 
Ms. Carpenter confirmed that the CDD had not accepted the retaining walls, but it was affixed to 
the property and would technically run with the land. Mr. Reed felt that more work needed to be 
done to the list, as there was more than just the ponds and walls. There was acreage associated 
with some of the ponds that the CDD inherited through this turnover process. Mr. Zimbardi felt 
that they needed references, as many of these improvements were over 15 to 20 years old. Ms. 
Carpenter pointed out in order to exchange property, they were required in 99.9% of cases, to 
convey them by plat. Mr. Reed felt that it was important that each member of the CDD and even 
in Poinciana West, understand exactly what they were taking, when they take it and what the 
potential impacts were and what they responsible for; however, they only had one pond left, but 
there were 100 or more sections of wetlands and conservation lands. 

Ms. Carpenter confirmed that they were working on the wetlands and conservation lands. 
The wetlands were surveyed different ways and staff would ensure that pictures were with the 
plat. Mr. Reed voiced concern that it would be a big issue coming up in the future. In addition, 
the mowing contract, was not for moving around the pond and questioned how the contractor 
knew that they had to mow all of the additional that the CDD owned, because the only way for 
them to bid the contract, was to measure the footage to be mowed, in order to estimate the cost. 
However, a new contract was going out for bid and Mr. Reed planned to measure certain ponds 
himself, to see whether it was accurate or not, but all of this additional land might need to be 
mowed, which would create the potential for confusion. Ms. Carpenter pointed out that GMS had 
a landscaping map. Ms. Leo believed that the contractors were reviewing maps and aerials, to get 
the acreage, but not physically going out into the field. In order of magnitude, the ponds on the 
majority of the tracks, were upland parcels. Mr. Reed recommended waiting another month, in 
order for the Board to review the rest of the items. There was Board consensus to defer this item 
to the next meeting. 

 


EIGHTH ORDER OF BUSINESS Consideration of Resolution 2024-04 
Approving the Proposed Fiscal Year 2025 
Budget and Setting a Public Hearing 

Ms. Adams presented Resolution 2024-04, approving the Proposed Budget for Fiscal 
Year (FY) 2025 and setting the public hearing for July 17, 2024 at 12:00 p.m. at Solivita. Each 
calendar year, the CDD was required to approve a Proposed Budget no later than June 15th. The 
approval of the resolution, also allowed statutory compliance requirements such as transmitting 
the budget to the local government, posting the Proposed Budget on the website and noticing the 
public hearing. An assessment increase was proposed for the operation and maintenance (O&M) 
fees, which required a mailed notice. The Proposed Budget, which was attached as an exhibit to 
the resolution, started on October 1, 2024 and ended on September 30, 2025 and could be 
modified at any duly noticed Board meeting up through the budget adoption. Ms. Adams 
highlighted the following: 

. There was an assessment increase as the Proposed Amount for FY 2025 increased 
from $667,127 to $886,925, which was collected on the Polk County Tax Roll. 
. Interest increased from $500 to $2,373, based on Surplus Funds earning interest. 
. This was a balanced budget, with Revenues of $889,298 and Expenses of 
$889,298. 
. For Administrative Expenditures, the amount adopted for FY 2024 was $148.177 
and $150,564 was proposed for FY 2025. 
. Fees associated with GMS for Management Fees, Information Technology, 
Website Maintenance and Assessment Administration increased by 5%. 
. Annual Audit increased slightly from $3,600 to $3,700, based on the Annual 
Audit Agreement. 
• Insurance increased from $7,711 to $7,981, based on early estimates for the 
public official’s and liability insurance for the District. 


Mr. Reed questioned why there was a 5% increase in the administrative fee. Ms. Adams 
explained that it was not just an administrative fee and would include assessment administration, 
management fees, information technology and website maintenance. Mr. Reed felt that 5% was 
too high and did not understand the basis for it. Ms. Adams explained that website maintenance 
was currently $825 and the proposed amount was $867 and for the information technology, the 
current amount was $1,238 and the proposed amount was $1,300. GMS spent time looking at 


these fees carefully; however, there were significant increases in labor costs that were impactful 
to the recruitment and retention of staff. Mr. Reed felt that a $62 increase was not significant, but 
was concerned that there was an assessment increase to residents. Ms. Adams pointed out that 
the 5% increase in the administrative fee was not driving the increase. For O&M Expenses, Ms. 
Adams highlighted the following: 

. There was a 5% proposed increase for Field Services, Landscape Maintenance, 
Aquatic Midge Management and Aquatic Control Maintenance, at the request of 
residents. 


Mr. Reed questioned why there was an overall 1.35% increase this year versus the last 
three years. Ms. Adams explained that there was a proposed increase for Landscape 
Maintenance, from $203,955 to $220,554 however, this item was going out for bids and a new 
service provider was anticipated to be selected by the Board, prior to adopting the budget. 

. Landscape Improvement Areas Contingency was added, in the amount of amount 
of $18,500 to potentially maintain the private improvements on CDD parcels. 
. Aquatic Control Maintenance increased from $147,569 to $159,828, to control 
invasive plants in the pond and treat algae. 
. Aquatic Midge Management decreased from $215,454 to $194,062, due to a 
reduction in midge management, from the introduction of Gambusia and other 
methods, to help to get the midge population under control. 


Ms. Adams pointed out that Mr. Joel Blanco, Field Manager, worked closely with Mr. 
Clayton Smith, to go through the Field Budget line by line and the biggest unknown was the 
contingency that was added for the landscape improvement areas. Ms. Nelson agreed, as the 
Board did not understand fully what they were dealing with. Ms. Carpenter reminded the Board 
that a mailed notice must be sent to residents, with the maximum amount the assessments could 
be increased. However, if the actual bid amount comes in lower, the assessment could be 
lowered, but if it was higher, the budget would not be increased over the mailed notice amount. 

. Transfer Out - Capital Reserve was $50,000 for FY 2024 and the same amount 
for FY 2025. This was at the direction of the Board for the replacement of any 
infrastructure or to handle any extraordinary repairs for the tunnels or District 
Stormwater System. 



. The first table on the bottom of Page 2 of the budget, showed the type and number 
of platted lots which was 3,820. There were also O&M fees that were paid for by 
the Town Center commercial, as well as golf course lots. The total amount of net 
assessments for these properties was $886,925. 
. The second table on the bottom of Page 2, showed the proposed assessment 
amount of $244.74, which would be on the property Tax Bill. The current amount 
was $184.04, and the proposed budget showed an increase of $60.70. 
. Included in the field expenses, were parcels recently conveyed to the District, that 
were included in the Landscape Maintenance Agreement. Pond P8 would likely 
be conveyed in FY 2025 and the budget accounted for 12 months of maintenance. 


Ms. Adams recalled when staff reviewed the Proposed Budget for the current year, there 
was a large amount of Carry Forward Surplus and as a result, staff recommended not increasing 
assessments last year, but waiting until the bulk of the properties that were scheduled to be 
conveyed from Taylor Morrison, to be conveyed and staff had a better handle on the 
maintenance costs. Mr. Cameron questioned the difference between the gross and net assessment 
amounts. Ms. Adams explained that the difference between the gross and net was 7% and the net 
amount would be paid to the District, but the gross amount would be placed on the Tax Bill, with 
the assumption that residents would pay their Tax Bill at the earliest possible time and receive a 
4% discount and the fees that go to the county would be accounted for. Mr. Reed requested that 
Ms. Adams review the Capital Reserve Fund. Ms. Adams confirmed for the current fiscal year, a 
$50,000 transfer-in was budgeted and another $50,000 transfer-in was recommended for FY 
2025, which could be used for future infrastructure replacement, such as repairs for the 
stormwater system or tunnels. Mr. Reed asked if they ever used the capital reserve to cover any 
excessive expenses. Ms. Adams confirmed that it was established in FY 2023 or 2024 and there 
were no expenditures to date. Ms. Carpenter explained that most CDDs set up a capital reserve, 
based on a Reserve Study and recommended that the Board authorize a Reserve Study. Ms. 
Adams pointed out that the actuals for the Reserve Fund in interest was $2,736, there was 
$100,440 in carry forward and a transfer- in of $50,000 for this year. Staff reviewed the balance, 
when presented the unaudited financials each month. Ms. Adams presented the Debt Service 
Fund budget, which the Board did not have any control over, as there were debt assessments at 
the time that the debt was issued and the Board authorized collection each year. On the bottom of 


Page 7, there was a table showing the net and gross assessment per unit for the debt and the cost 
to construct the infrastructure of the community. For the Series 2022 refunded bond, there were 
interest payments due in November and interest and principal payments due in May, which was 
based on an amortization schedule. 

Mr. Reed wanted to justify the increase in assessments, by confirming that there were 
actual expenses, as the HOA was increasing their fees by $20 per month and noted that the 3% 
increase for midge control and aquatic maintenance, was the purpose of the increase 
assessments, even though they were building more reserve funds and questioned last year’s 
spending. Ms. Adams confirmed that the spending was not over for the current year and the 
actual spending was through March 31, 2024 with projections through the end of the FY. At this 
time, Ms. Adams requested a motion to approve Resolution 2024-04, Approving the Proposed 
Budget, noticing the O&M fee at $244.74 and setting the public hearing for the July meeting, 
which they needed to have a quorum for. Mr. Reed did not know whether or not there would be a 
quorum, as Ms. Nelson was not well and Mr. Cameron was not attending the July meeting. Ms. 
Nelson confirmed that she should be fine by the July meeting. Ms. Adams pointed out that there 
was a quorum for the July meeting with Mr. Reed, Mr. Zimbardi and Ms. Nelson attending. Mr. 
Zimbardi asked if the 3% increase in aquatic maintenance and midge control was in their 
contract. Ms. Adams indicated it was based on discussion with the service provider. The current 
agreement runs through the end of the FY. Mr. Cameron questioned why the number of lots on 
Page 7 was different than what was on Page 2. Ms. Adams indicated that the difference was the 
number of property owners who paid their debt in lump sum, versus having it collected on the 
Tax Bill each year. Property owners could either pay their debt service fees on the property Tax 
Bill or in a lump sum. If debt was paid in lump sum, it was not reflected as being collected for 
FY25. 

 

On MOTION by Mr. Reed seconded by Mr. Zimbardi with all in 
favor Resolution 2024-04 Approving the Proposed Fiscal Year 
2025 Budget, noticing the O&M fee at $244.74 and Setting the 
Public Hearing for July 17, 2024 at 12:00 p.m. at this location was 
adopted. 

 

NINTH ORDER OF BUSINESS Consideration of Request for Proposals 
for Landscape Services 


Ms. Adams presented a copy of the Request for Proposals (RFP) for landscape services 
via electronic mail and in the agenda package. There was a current Service Agreement with 
Floralawn to provide landscape services, which expired on September 30, 2024. The District met 
the number of years to renew it and at the end of five years, was required to go out for public bid, 
because of the amount of the contract, which required a public notice and a sealed bid opening 
process. The Project Manual was watermarked DRAFT, and was included in the agenda 
package. It was pending review by District Counsel and input from the Board. There was a Table 
of Contents and a copy of the legal notice, that would run in a newspaper of general circulation 
in Polk County, in order to notify prospective bidders of the opportunity. There was also a list of 
landscape service providers who do business with CDDs in Central Florida, that would receive a 
copy of the notice and instructions to proposers. Mr. Cameron questioned the reference to 
licensing in Florida. Ms. Adams explained that this was in the District's rules for solicitation of a 
public process; however, if any particular licensure was required as part of the landscape 
services, it could be added. Ms. Nelson questioned the use of pesticides. Ms. Adams confirmed 
that with improved turf, there was pesticide and fertilization, but most of the District property 
had unirrigated Bahia. Mr. Blanco and Mr. Smith worked on the Scope of Services. Mr. 
Cameron noted a typo under “Protests.” Ms. Adams would make this change. Ms. Nelson read 
through the RFP, but could not find where it discussed where debris should not be blown or 
swept into the stormwater inlet, out into the street or how it should be picked up. Ms. Adams 
would add language in the RFP, under the scope of work where blowing was addressed. 

Ms. Adams recalled that the Board planned to make a decision regarding their service 
provider, at the July meeting and recommended they use the evaluation criteria that was included 
in the RFP, to rank the proposals. There were 25 points available for personnel, experience, and 
understanding of scope of work and 10 points available for financial capability and 15 points for 
price. She further recommended that the Board discuss whether or not to require proposers to 
attend the July 17th meeting and provide a five-minute presentation to the Board. Ms. Nelson 
preferred to interact with the vendors. Mr. Cameron questioned what the Project Manual 
included. Ms. Adams explained that the Project Manual was the entire document, which included 
the Scope of Services and property ownership map. Mr. Cameron questioned the location of the 
pre-bid meeting. Ms. Adams stated that it would be held onsite at either Mosaics or another 
Solivita meeting location on June 13th. On Page 61, Mr. Cameron questioned how they would 


determine that proposers were found to have lack of honesty, integrity or moral responsibility. 
Ms. Carpenter explained that this was general language in the case of the owners being convicted 
of fraud. Mr. Cameron noted an additional question mark in the Evaluation Criteria under Item 3, 
Understanding of Scope of Work. Ms. Adams would make this correction. Mr. Reed questioned 
on Page 63, why a 50-inch or larger mower must be used. Ms. Adams indicated in the Scope of 
Work under mowing it says, “Mowing of all ponds or wetland buffer area should be done with a 
50-inch mower or larger, discharging the clippings away from the water.” Mr. Blanco explained 
that the appropriate machinery must be used, because if they used an inadequate one, it would 
damage the grass. Mr. Reed asked if stand-up mowers were 50-inch mowers. Mr. Blanco 
believed that the mower specified in the Scope of Work were riding mowers. Mr. Reed asked if a 
stand-up mower going around a pond, was in violation of the contract. Mr. Reed did not want the 
District to be in violation, as no one was monitoring them and Ms. Adams agreed to review the 
language with Mr. Smith. 

On Page 66, Mr. Reed questioned whether CDD management would receive a Monthly 
Service Calendar for the upcoming period and a copy of the preceding month’s Irrigation 
Maintenance and Lawn and Ornamental Fertilization Reports, as stated on Page 66. Mr. Blanco 
believed that this was standard language, as they did not have irrigated area and did not fertilize 
any trees. Mr. Reed felt that it was relevant, as there were trees that needed to be fertilized and 
questioned whether this scope was used for other CDDs. Ms. Adams confirmed that the scope 
was provided by the Field Services Manager and was used at other CDD properties. Mr. Reed 
questioned why there was no penalty clause. Ms. Adams confirmed that language would be 
included with the landscape service agreement and allowed for the District to terminate the 
agreement with or without cause. If there were problems with a vendor, it would be brought to 
the Board's attention. Mr. Reed wanted to ensure that they receive the services that were 
requested. Mr. Cameron indicated that on Page 66, it stated that the detailing of planted areas 
would be based on three sections and the contractor would completely detail the entire property 
once every three weeks, which was no problem, but preferred that they be onsite at least one day 
per week and provide documentation. On page 71 regarding irrigation, they had irrigation lines, 
but they were not inspected. Ms. Adams confirmed that it was not part of the scope in the past, 
but due to the situation with the potential irrigation on CDD tracts, it was included with the 
current scope. Mr. Reed noted a scope for insect and disease control and recalled that the 


contractor was supposed to handle it, but wanted to see an MSDS sheet with all of the chemicals. 
Ms. Adams would include this in the scope. Mr. Zimbardi asked if service calls were scheduled 
at the rates and extra pricing and if they every exercised that option in any of their contracts. Ms. 
Adams explained from time to time, there would be post hurricane work at some CDDs, but thus 
far, no hurricane work performed in the community. Ms. Carpenter confirmed that this was 
typical language in contracts. Ms. Leo suggested on Page 88 having a breakdown of the areas. 
Ms. Adams explained that Mr. Smith had an Excel spreadsheet on the essential services, but it 
could be broken out even further, to make it pertinent to the site. Ms. Adams requested that the 
Board approve this document in substantial form, subject to Board revisions and review by 
District Counsel. 

 

On MOTION by Mr. Cameron seconded by Mr. Reed with all in 
favor the RFP for landscape services in substantial form, subject to 
review by District Counsel was approved. 

 

TENTH ORDER OF BUSINESS Staff Reports 

A. Attorney 


Ms. Carpenter reported that their ethics update was supposed to be included in the agenda 
package, but it was not included and would provide it next month. She reminded the Board that 
anything they made notes on, needed to be retained in a separate place from other documents, in 
the event of a public record request and due to the Sunshine Law, two or more Supervisors could 
not discuss anything that may come before the Board. 

B. Engineer 
i. Tunnel Inspection Report 


Ms. Leo reported at the end of April, the biannual inspection for the CDD was performed. 
GAI Consultants went out into the field and performed a tunnel inspection and provided a report, 
which was included in the agenda package. Generally, they found them in good repair and 
operating as they should, but there were a few items to work on, such as repairing a light fixture 
and cleaning and sealing a couple of expansion joint, which were minor items. The report was 
consistent with reports completed in previous years. Mr. Reed asked if there was a detailed 
schedule for when inspections were to be completed, due to the roadwork to be completed on the 
tunnels. Ms. Leo confirmed that there was no set schedule and they were slightly behind in 
getting this inspection completed; however, staff would inspect the tunnels prior to the start of 


construction. Mr. Zimbardi noted that the lateral misalignments on the walls and did not know 
why it was categorized as no action recommended and questioned what caused it. Ms. Leo did 
not know and would obtain more information. Mr. Cameron believed that there was a shift or 
misalignment. Ms. Adams pointed out when staff received the Tunnel Inspection Report, it was 
provided to field services staff for review of potential action items. Ms. Leo reported that they 
were informed that Pond P8 was ready for final inspection, but two weeks later, they were 
informed that the irrigation was still broken. She had not yet heard if it was repaired. 

C. District Manager 
i. Action Items List 


Ms. Adams presented the Action Items List, which was included in the agenda package 
and reported on the following: 

1. Parcel Conveyance from Taylor Morrison to CDD: Discussed. 
2. Monitor Central Florida Expressway – Poinciana Parkway Project: Parkway 
Connector: There was no report. 
3. Monitor Polk County Road Construction for Impact to PCDD Tunnels: There 
would be no change until 2025 or thereafter, but would remain on the Action 
Items List. 
4. Review of Wetlands Owned by Developer and HOA: Ongoing. 
5. Review of HOA Improvements Installed on CDD Parcels: Discussed. 
6. Determine if Golf Course Fertilization is Contributing to Pond Algae: Discussed 
under the Field Manager’s Report. 
7. RFP Project Manual for Landscape Services: Discussed. 








Ms. Adams asked if the Board wanted to include any additional action items. Mr. Reed 
questioned an update on the pipe under Cypress Parkway, that was supposed to be added to the 
Action Items List. Ms. Leo reported that she inspected it. There was a pond that had two pipes 
connected to Cypress Parkway, but it was hard to tell if the pipes were installed with the original 
construction and the expansion of the roadway, as there were no drawings on the Water 
Management District website. However, she believed that the developer created those 
connections and that the pond to the north, takes the water from the pipe. Mr. Reed voiced 
concern about potential liabilities, so they did not have contamination from outside sources. Ms. 
Leo explained when a road was developed, there was a requirement to take runoff from the road 


into a stormwater pond. Mr. Reed voiced concern because anytime that water comes from north 
to the south and runs through their property, it was allowed, but there was a risk for liability, if 
the ditch gets contaminated from an accident on Cypress Parkway. He requested that the impact 
of the Cypress Parkway drainage into the CDD stormwater system, be added to the Action Items 
List. 

ii. Approval of Check Register 






Ms. Adams presented the Check Register from April 1, 2024 to April 30, 2024 in the 
amount of $141,376.08 and a detailed run summary, which were included in the agenda package. 

 

On MOTION by Mr. Zimbardi seconded by Mr. Cameron with all 
in favor the April 1, 2024 to April 30, 2024 Check Register in the 
amount of $141,376.08 were approved. 

 

iii. Balance Sheet and Income Statement 






Ms. Adams presented the Unaudited Financial Statements through March 31, 2024, 
which were included in the agenda package. MS. Adams pointed out the balance in the Capital 
Reserve Fund, which was in the third column on the Combined Balance Sheet. Assessments 
received year to date, as well as the prorated budget and actual expenses, were monitored by 
staff. 

 

On MOTION by Mr. Reed seconded by Mr. Zimbardi with all in 
favor the financials March 31, 2024 were accepted. 

 

iv. Presentation of Registered Voters 






Ms. Adams stated that the District was required annually to present each year, on the 
record, the number of registered voters to the Board. A letter was provided by the Polk County 
Supervisor of Elections office, confirming as of April 15, 2024, there were 5,261 registered 
voters within the Poinciana CDD. No Board action was required. A workshop was held with the 
Solivita HOA Conservation and Wildlife Committee, regarding the feral hog presentation that 
was held at the end of April. Following the presentation, Ms. Adams reached out to the Mr. Bob 
Monica, Chair of the Solivita Conservation and Wildlife Committee, to request that any specific 
requests for the CDD from the HOA, be made in writing for Board consideration at a duly 
noticed public meeting. Mr. Cameron asked if there were minutes from this meeting. Ms. Adams 
confirmed that there were no minutes, but there was a recording. Mr. Zimbardi asked if there was 


a cost associated with interfacing with the Supervisor of Elections office. Ms. Adams explained 
that the notice of the qualifying period was required to be published in a newspaper of general 
circulation, but there was no exchange of fees between the Supervisor of Elections office and the 
CDD. 

D. Field Manager’s Report 
i. Consideration of Proposal to Repair Erosion of Pond E3 
ii. Field Manager’s Report 


















Mr. Blanco presented the Field Manager Report, which was included in the agenda 
package along with the Pond Maintenance and Midge Management Reports. The pressure 
washing of the Bella Viana Tunnel was completed. Staff reviewed both of the tunnels prior to the 
pressure washing and leaves were found in corners and there were scuff marks and spider nests 
towards the ceiling of the tunnels. The work was scheduled to be completed in accordance with 
the closure of the golf course and golf maintenance was informed about the work. A post repair 
review was conducted and the tunnel was mostly clear of the leaves, spider nests and most of the 
scuff marks were removed. The walls appear to be in a brighter tone. The Bella Viana striping 
was scheduled for today, but due to the rain, it was moved and would update the Board. Mr. 
Cameron asked if the tunnels were closed in June. Mr. Blanco indicated that the tunnels were 
closed on May 1st, according to the Hampton Golf Course and the pressure washing in the Bella 
Viana tunnel was completed on May 2nd. and May 3rd, as well as the Venezia Tunnel. 
Maintenance was supposed to come today to do the restriping, but due to the rain, it had to be re-
scheduled. Mr. Cameron pointed out that concrete was breaking on the sidewalk on the exit side 
of the Bella Viana Tunnel and asked if it was scheduled to be repaired. 

Mr. Blanco indicated when he received the Tunnel Inspection Report from the District 
Engineer, the work was occurring at the same time and they were going to come up with a 
supplemental plan to get all of those items addressed. A proposal would be provided at the next 
meeting. Mr. Cameron wanted it to be repaired as soon as possible and questioned the timeline. 
Mr. Blanco wanted to use an outside vendor that specialized in this type of work, but had 
confidence in their staff. If the outside vendor provided a higher price, Mr. Blanco would obtain 
an additional proposal from GMS. Mr. Cameron understood that the HOA contracted with a 
vendor to do sidewalk repairs and recommended having the HOA contractor repair these 
sidewalks under one contract. Mr. Cameron asked if there were other areas. Mr. Blanco noticed 


areas around Solivita where they were pulling out slabs. Mr. Cameron would contact the vendor. 
Ms. Carpenter suggested that the Board give Mr. Cameron the authority to contact the HOA 
vendor and coordinate this work at a not-to-exceed cost. Mr. Cameron questioned how patrons 
would be notified about the closure of the Bella Viana Tunnel to replace the concrete sidewalk. 
Mr. Blanco was told that they were using Facebook, but to be on the safe side and alleviate any 
calls or emails, they would install signage and send an e-blast out to residents. Ms. Carpenter 
asked if it needed to be done before the next meeting. Ms. Adams asked if there was an 
understanding of how long the vendor would be onsite with the HOA sidewalks. Mr. Cameron 
believed that they would be onsite for the next few weeks. Ms. Adams indicated this would be 
outside of the timeframe for the next Board meeting. Ms. Carpenter recommended that the Board 
delegate to Mr. Cameron the authority to negotiate a price with the HOA’s sidewalk contractor to 
repair the sidewalk on the exit side of the Bella Viana Tunnel in a not-to-exceed amount of 
$2,500. Once Mr. Cameron negotiated a price with them, they could enter into a contract with 
the contractor. 

 

On MOTION by Mr. Reed seconded by Mr. Zimbardi with all in 
favor delegating authority to Supervisor Cameron to negotiate a 
not-to-exceed amount of $2,500 to repair the sidewalk on the exit 
side of the Bella Viana Tunnel was approved. 

 

Mr. Blanco reported that GMS staff continued to review landscaping throughout the 
community, dealing with the transition from the HOA side from Floralawn to Yardnique. The 
quality of the CDD side continued to remain to satisfactory standards. There were some feral hog 
ruts, specifically on Verona Drive, which Floralawn flattened out. As of this time, the hogs have 
not returned. There were also ruts on the conservation line in some areas that border easements, 
but not onto the CDD side. Mr. Blanco would continue to monitor it throughout the Summer and 
would inform the Board of any ruts on the CDD easement. Verbiage regarding edge grasses 
would be included in the landscaping RFP. 

iii. Pond Maintenance Report 

iv. Midge Management Report 

Mr. Blanco presented the Pond Maintenance and Midge Management Reports, which 
were included in the agenda package. GMS staff continued to review the ponds throughout the 
District. There have been excessive amounts of algae through the Spring months, due to the heat, 


lack of rain and high nutrient boost. Along with the Algae bloom treatments throughout the 
District, the vendor was spraying back some of the edge grasses that were exceeding from the 5 
to 6 feet buffer that they were educating the residents with, as well as any pond grass items that 
were making their way towards the middle of the pond. Along with that, Mr. Blanco reviewed 
Pond P8 and both washout areas were covered, but there was evidence of an irrigation leak that 
was the culprit in creating that washout and still has the evidence of moisture. As a result, Mr. 
Blanco reached out to the District Engineer and she reviewed it. Therefore, it was not ready for 
conveyance at this time. 

Mr. Reed wanted clarification on the work that was done on Pond E3 with the aerators, 
questioned whether the concrete base and everything else was removed, when they removed the 
aerator. Mr. Blanco confirmed that everything was removed and at the Vice Chairman’s request, 
an entire section in his report was dedicated to the review of Pond E3. The last two pictures show 
maintenance staff removing the slab, as well as any other components of the aerator. The 
remaining aerators left to the be removed, were removed and there were no solar powered 
aerators present in the area. Staff was reviewing that pond weekly and 95% of the duckweed was 
treated and was no longer present. The Hydrilla treated started, per the vendor. There was a 
proposal to repair the heavily eroded areas as well as some of the lesser eroded areas in Pond E3, 
for Board review. Representatives of Solitude were present, the Account Manager as well as a 
representative specializing in Dredge Sox. GMS was invited by the HOA to present an Earth Day 
presentation. They decided to educate the residents on how the CDD works, retention ponds and 
treatment of the ponds. There was also a representative from Clarke that was present to field any 
questions regarding midges, as well as a question-and-answer period for the residents that 
attended. Most of the residents who attended, were from Poinciana West and had no experience 
with retention ponds. Mr. Blanco made himself available throughout the entire event to answer 
questions and educating residents. Mr. Zimbardi asked if the presentation material could be 
provided to the Board. Mr. Blanco would forward it to the Board. 

Mr. Cameron attended the presentation and noted that there were misunderstandings 
about where the boundaries and edges were. There were many weeds growing on the west side, 
that were 6 feet inside of the ponds. Mr. Blanco confirmed that there was a discussion with 
Poinciana West, which he felt was helpful for this CDD, regarding the location of the edge 
grasses and the amount of edge grasses that they were allowing. He was initially told 6 to 10 feet. 


Mr. Blanco reviewed the ponds with Mr. Reed and the District Engineer, who recommended 
scaling it back closer to 3 to 4 feet, which provided an ecosystem for the fish to help with the 
midges. Therefore, the standard operating procedure moving forward, was going to be a 3 to 4 
feet buffer, which many residents would be happy with. And I have the account manager for 
Solitude here and I'll have a conversation with him about edge grasses and just having the vendor 
when he's out here to never see that it's exceeding that amount, to just start the process of 
spraying back the grass. He spoke to Mr. Stephen Amrhein, the Account Manager for of Solitude 
Lake Management, regarding the edge grasses and informed him to look at the edge grasses and 
if they exceeded 6 feet, to cut them back. Mr. Reed recalled at the Poinciana West presentation, 
there was misunderstanding or lack of knowledge about the boundaries. Many times, when they 
looked at the ponds and saw erosion, they considered that to be the edge of the pond, but they 
really did not know where the edge of the pond was and felt that was a good place to start, 
because what was in the pond, was good enough to help stabilize the pond banks. In his opinion, 
3 to 4 feet was the maximum and offered to go out with them on tours, to work out the best 
approach to take for the Poinciana CDD side. Mr. Amrhein introduced, Ms. Jennifer Fitz, Dredge 
Sox Operations Manager. 

Mr. Amrhein provided proposals to the Board to restore the lake bank on Pond E3, which 
was broken out. However, there was a typo in the linear feet. The correct linear feet was 490 
linear feet for one half of the pond and 468 feet for the other half. Ms. Adams asked if the 
proposed amount was correct or if it needed to be adjusted. Mr. Amrhein confirmed that it was 
the correct amount. There were four proposals. The first proposal was to repair the erosion 
around the entire lake, which was in the amount of $317,000. Mr. Blanco explained that he 
requested a proposal for everything, so the Board had an idea about the cost, a second proposal 
to address the less critical areas, which was in the amount of $205,000, another one for the two 
halves of the 18-foot section, which was $156,394, which was what Mr. Amrhein recommended 
and a fourth proposal for the problem areas. Ms. Adams requested that the proposal for the 
$156,394. be provided to Mr. Blanco. Ms. Adams would include it in the next agenda package 
for Board consideration. It was not budgeted. Mr. Reed preferred to have the Board look at the 
pond together, to evaluate the situation, so all Board Members were aware of what they were 
dealing with and discuss any alternatives. Ms. Carpenter recommended that the Board schedule a 
workshop. 


*Ms. Nelson left the meeting at this time. 

Ms. Adams asked if the Board wanted the District Engineer to attend as well as field staff 
and Solitude representatives before the June 19th meeting and to set a workshop for June or have 
a presentation at the June meeting and then set the workshop at a later time. Mr. Reed noted there 
was no rush, as his main concern was educating residents and have staff present alternatives at 
the June meeting. Ms. Leo preferred to do further research, obtain a quote from a traditional site 
contractor and recommended that there be a presentation at the next meeting. Mr. Zimbardi 
questioned whether this would require heavy equipment. Ms. Fitz indicated that most heavy 
equipment that they used were small skid steers and an amphibious dredger excavator to drive 
over the sod without damaging it, to dredge the lake bottom with it. If the sediment was suitable, 
they could pump it into the sock system. A sock system was installed several years ago. Mr. 
Amrhein explained that it was on the opposite side of the pond, which was not holding up and 
was something that they were going to have to fix at their cost, should they get the job. There 
was Board consensus to reschedule consideration of the proposal to repair erosion for the June 
meeting. Mr. Reed requested that residents who lived on this pond attend the meeting to listen to 
the presentation. 

 

v. Customer Complaint Log 

Mr. Blanco presented the Customer Complaint Log, which was included in the agenda 
package. Mr. Cameron asked if Mr. Blanco handled the midge issue on Pond D7. Mr. Blanco 
confirmed that he forwarded the complaint to Clarke. 

 

ELEVENTH ORDER OF BUSINESS Supervisor’s Requests 

There being no comments, the next item followed. 

 

TWELFTH ORDER OF BUSINESS Other Business 

There being no comments, the next item followed. 

 

THIRTEENTH ORDER OF BUSINESS General Audience Comments 

 Ms. Adams opened the public comment period. There was one Zoom attendee, but there 
were no comments, so, Ms. Adams closed the public comment period. 


 

FOURTEENTH ORDER OF BUSINESS Next Meeting Date – June 19, 2024 @ 
12:00 P.M. @ Mosaics, 388 Village Drive 

Ms. Adams reported that the next meeting was scheduled for June 19, 2024 at 12:00 p.m. 

 

FIFTEENTH ORDER OF BUSINESS Adjournment 

 

On MOTION by Mr. Cameron seconded by Mr. Zimbardi with all 
in favor the meeting was adjourned. Signature - Tricia Adams
Signature - Tony Reed


 

 

 

 

 

________________________________ ________________________________ 

Secretary / Assistant Secretary Chair/Vice Chairman