MINUTES OF MEETING SOUTH VILLAGE COMMUNITY DEVELOPMENT DISTRICT The regular meeting of the Board of Supervisors of the South Village Community Development District was held Tuesday, January 7, 2025 at 6:30 p.m. at the Eagle Landing Residents Club, 3975 Eagle Landing Parkway, Orange Park, Florida. Present and constituting a quorum were: Chris Payton Chairman Glenn Warren Vice Chairman Allan Brink Supervisor David Frechette Supervisor Jennifer Osbeck Supervisor Also present were: Marilee Giles District Manager Katie Buchanan District Counsel by telephone Alex Acree District Engineer by telephone Jim Hahn General Manager, Honours Golf Mitch Sayers Assistant Superintendent of Golf Joe Halifco Food & Beverage Scott Swanson Facilities Manager Jon Rowe Golf Course Superintendent Ernie Cruz Golf Professional Elana Barron Membership Services The following is a summary of the actions taken at the January 7, 2025 meeting. FIRST ORDER OF BUSINESS Roll Call Ms. Giles called the meeting to order at 6:30 p.m. and called the roll. SECOND ORDER OF BUSINESS Audience Comments Ms. Brown stated I’m concerned with restaurant operations. I have previously brought up concerns about customer service and menu and have been assured that everyone liked the menu and that customer service had improved but I’m not so sure. Have you thought of putting a survey at the table to get feedback from people who eat at the restaurant? There is a group of 20-30 that Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 2 comes every Friday and no one has ever asked us what we think about the menu, the food or for any suggestions. Also, the manager should come to the table to see if everything was okay. Mr. Stokes stated Joe has been making an effort to go to the tables. There are servers that walk by your table without waiting on you. I’m happy with the way Ernie has done the membership. A resident stated prior to Troon, if there were changes in the restaurant, we were offered a tasting to see if we would like it on the menu. Our menu is not as robust as it should be and is very limited. A resident echoed comments on restaurant. THIRD ORDER OF BUSINESS Approval of the Minutes of the December 3, 2024 Meeting On MOTION by Mr. Payton seconded by Mr. Warren with all in favor the minutes of the December 3, 2024 meeting were approved as presented. FOURTH ORDER OF BUSINESS Discussion Items A. Oakland Hills Fountain Mr. Payton stated we put the brakes on that plan. We are searching for clarity on some of the neighbors’ opinions and more details on the proposed fountain. B. First Addendum to Management Services Agreement Mr. Payton stated this is the first addendum to the management agreement and is considered an agreed upon document between the board and management company. It includes some changes to language. They are going to publish the staffing chart, position descriptions, number of hours and wages on an annual basis, annual facilities inspection report, management goals and objectives, capital improvement and repairs, operating procedures, recreational programming and staff training, ensure that staff has read policies and procedures, new language on collection of fees, resident satisfaction survey of golf members and residents at least once a year, performance review, items to be included in year in review by December 1st, quarterly reports, quarterly labor report, membership and usage summary. Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 3 On MOTION by Mr. Payton seconded by Mr. Brink with all in favor the first addendum to management services agreement with Troon was approved. C. Restaurant Operations This item tabled. D. Troon Marketing Assessment & Recommendations After discussion the management team will advise the board as to the timing of implementation of the different aspects of the proposed recommendations. FIFTH ORDER OF BUSINESS Open Items A. Laurel Valley Monument Signs Mr. Hahn stated we finally got everything necessary, and it is in the permitting stage and was told it could be anywhere from 15 to 60 days then we can move forward with construction. B. Slide Ladder Mr. Hahn stated it is going to be broken down into a couple components, the painting, sealing of the platform then seal the slide at the same time and will be done over the next two months. C. Gym Equipment Repairs Mr. Hahn stated I have worked with Jennifer on that. We have been waiting for the piece to come in. I just received confirmation today that they will be out this week to take out the old Stairmaster and will install the new one this week or next week. D. Reimbursement to the District for Late Fees from Huntington Bank Mr. Hahn stated they have approved it and we will be getting a credit. I will let the board know when it comes in. E. Reimbursement to the District for Lost Revenue of Golf Member Dues and Trail Fees Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 4 Mr. Hahn stated Ernie has had a call with the Jonas group to understand how to pull the reports out of Jonas that demonstrates the membership, the amount of members and who they are and how they are classified. We should have a full report for the last four years for the February meeting. We will compare the number of members to the P&L report. SIXTH ORDER OF BUSINESS Staff Reports A. General Manager - Report Mr. Hahn gave an overview of the general manager’s report and the hiring of a maintenance person, and stated we are confident that we will be able to hire a facility manager for rec. Mr. Halifco updated the board on the hiring of a food & beverage manager who will be starting shortly. It was the consensus of the board to allow a bench to be installed in memory of a resident who recently passed and to purchase the old beverage cart in the amount of $2,500, the transfer of moneys from the golf capital reserve back to food & beverage to improve storage, kitchen operations and expand the menu. E. District Counsel There being none, the next item followed. F. District Manager Ms. Giles stated thank you for completing your ethics training no later than December 31, 2024. I ask that you complete your ethics training for calendar year 2025 as soon as you can and send me an email when you have completed it. G. District Engineer There being none, the next item followed. SEVENTH ORDER OF BUSINESS Supervisor’s Requests – Notice of Cure Discussion, Action Items Mr. Payton stated the streetlight upfront is done, get a quote to landscape the median. The athletic center store had a sale to restock the merchandise. Pickleball courts puddles in some areas after it rains and is getting mold that needs to be cleaned. Between Pickleball court and tennis Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 5 courts is a collection of old nets that also needs to be cleaned out. Hole in wood decking needs repair. Get quote to move the fence opening to line up with pickleball courts. Glow golf will be scheduled for October or sooner. Clarify with staff that social rounds are not discounted. Update phone system menu. Status of gym roof repair. Recycling bin on member’s range. Updated community map is available. County put in new street signs that do not match the decorative district signage, partner with HOA to replace the signs. HOA will have a holiday decorating committee and we will provide some budgeting that will be discussed in the summer. Starters are still not doing what they should. Condition of golf course needs to be addressed. Mr. Warren stated we have become mediocre and have to find a way to improve. We have the right superintendent, but he doesn’t have the right support. Patch in middle of the green of hole 3, repairs on greens are mediocre, tee box on 14 does not drain properly, hole 8 and multiple holes, maintenance crew goes in rake, come out they don’t get off the carts or push the dirt back in and it needs to be hand raked back in, broken rakes, more staff is needed, rangers or starters need to go on the course right after a rain and push the excess water off the greens, bring back a cost for golf course repairs to the next meeting. Add cobb salad to menu, trim palm on back porch, every time the tees are put in the ground the box should be moved there, pay more attention to the back porch. Mr. Brink stated the pool needs better and more often cleaning, pressure wash kids club. Ms. Osbeck stated they need quotes for lights for the tennis courts. Some members complained about the staff not understanding how the sale in the athletic center was working and not applying discounts equally, move forward with social media on marketing plan, get landscape proposals for the island. Mr. Frechette stated I would like a baseline survey by February to the residents about the restaurant. I want to see where we stand then we have something to go by. I would like a survey not just for the restaurant but golf, the gym and everything. When you have staff meetings, keep a record so you know what you are working on. Put together a checklist for the rangers of what they need to do, put waterproof barrier on the island to keep the bird dropping from soaking into the soil. Ms. Osbeck stated it was not only damage to the trees, it was also the amount of dropping into the lake was detrimental to the water quality and fish. Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 6 Mr. Payton stated given the number of items the board talks about repeatedly month after month. What is the board’s appetite to send a letter of deficiency to the management team, listing specific items we have not seen improved over the months. I have a small list of my own and some of it is covered in the new agreement that we went into but some of the things are long overdue. Something official with a list of things we have been talking about for a period of time with a deadline saying this is our list now you have 90 days. It was the consensus of the board to send a letter of deficiency to staff with a list of items to be completed within a certain timeframe. Mr. Payton stated I have a list and I would not want to wait a month to send this out, if the board members could share your ongoing concerns with Marilee in the next seven days, we will prepare a document and send that off to Troon. EIGHTH ORDER OF BUSINESS Audience Comments Additional comments: Provide space for another CDD to hold a meeting. Rather than waiting a month on the greens, approve $10,000 tonight to have them done, cleaning of golf ball cleaning stations needs to be done, in agreement with being mediocre, survey in restaurant and gym is good idea so the residents have input into changes, what you do not change you choose, when you have accountability you have change, thanks for getting rid of the weeds on no. 9. NINTH ORDER OF BUSINESS Financial Reports A. Balance Sheet as of November 30, 2024 and Statement of Revenues and Expenses for the Period Ending November 30, 2024 The balance sheet and income statement were included as part of the agenda package. B. Assessment Receipt Schedule The assessment receipt Schedule was included as part of the agenda package. C. Approval of Check Register On MOTION by Mr. Payton seconded by Mr. Warren with all in favor the check register was approved. Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666 January 7, 2025 South Village CDD 7 NINTEENTH ORDER OF BUSINESS Next Meeting Scheduled for Tuesday, February 4, 2025 at 6:30 p.m. at Eagle Landing Residents Club Ms. Giles stated the next meeting is scheduled for Tuesday, February 4, 2025 at 6:30 p.m. in the same location. On MOTION by Mr. Payton seconded by Mr. Frechette with all in favor the meeting adjourned at 8:39 p.m. Secretary/Assistant Secretary Chairman/Vice Chairman Docusign Envelope ID: 90A2384B-B7F8-4E24-B653-E07C5E64E666