MINUTES OF MEETING GRAND OAKS
COMMUNITY DEVELOPMENT DISTRICT

The regular meeting of the Board of Supervisors of the Grand Oaks Community Development District was held on Wednesday, October 8, 2025, at 1:30 p.m. at the Grand Oaks Amenity Center, 1055 Turnbull Creek Road, St. Augustine, Florida.

Present and constituting a quorum were:

John Dodson	Chairman
Linda Cruz	Vice Chairperson
David Crosby	Supervisor
Dick Trowbridge	Supervisor Also, present were:
Jim Oliver	District Manager
Joe Brown by phone	District Counsel
Bill Schaeffer by phone	District Engineer
Allen Flannery	The Greenery – Landscape Maintenance
Rich Gray	GMS - Director of Operations
Matt Biagetti	Assistant District Manager
Robin Nixon	Amenities Manager
Christy Buganski	Riverside Management Services

FIRST ORDER OF BUSINESS	Roll Call
Mr. Oliver called the meeting to order at 1:30 p.m. Three Board members were present in person constituting a quorum.

SECOND ORDER OF BUSINESS	Public Comments (Regarding Agenda Items
Listed Below)
Mr. Oliver noted that the meeting agenda and e-blast included information letting residents know they could call in to listen to the meeting. He said that it was a way for residents to hear the meeting without attending in person. Mr. Oliver reminded callers to keep their phones on mute to

avoid background noise and noted that some staff members were also participating by phone and would need to speak during the meeting.
Mr. Oliver explained that one of the main agenda items was filling the vacant seat #4, previously held by Ms. Claire Snyder. He noted that it was a general election seat, meaning it could only be filled by a qualified elector, which is a registered voter living in Grand Oaks He added that the District had received letters of interest from four very good candidates.
Mr. Oliver opened the floor for public comment, reminding everyone that it wasn’t a Q&A session but a chance to share recommendations or concerns with the Board. Residents who had reviewed the agenda online were invited to comment on which of the four applicants they preferred. The Chair asked that comments be limited to three minutes and directed to the Board of Supervisors before beginning public comment.

THIRD ORDER OF BUSINESS	Organizational Matters
Consideration of Candidates to Fill Vacant Seat
Mr. Oliver noted that at the start of the meeting, a few residents shared comments.
Candidates in attendance introduced themselves to the Board, and made brief remarks.

Appointment of New Supervisors to Fill Unexpired Term of Office (11/28)
Mr. Oliver asked for any nominations to fill the vacant seat. Mr. Crosby nominated Dick Trowbridge to fill the vacant seat.

On MOTION by Mr. Crosby, seconded by Ms. Cruz, with all in favor, the Appointment of Dick Trowbridge to Fill Unexpired Term of Office (11/28), was approved.

Oath of Office for Newly Appointed Supervisor
Mr. Oliver administered the oath of office to Mr. Trowbridge. He also provided information regarding Florida’s Sunshne Law and Public Records Law.

Election of Officers, Resolution 2025-10
Mr. Oliver stated that the Board had discussed electing officers. They said that as a Board member, Dick Trowbridge would also serve as Assistant Secretary so he could sign documents for the District.

On MOTION by Mr. Crosby, seconded by Mr. Dodson, with all in favor, the Election of Officers, Resolution 2025-10 Appointing Dick Trowbridge as an Assistant Secretary, was approved.

FOURTH ORDER OF BUSINESS	Consideration of Minutes of the September
10, 2025, Meeting
Mr. Oliver presented the minutes of the September 10, 2025, meeting and asked for any comments, corrections, or changes. Hearing no changes from the Board, Mr. Oliver asked for a motion to approve.

On MOTION by Mr. Dodson, seconded by Ms. Cruz, with all in favor, the Minutes of the September 10, 2025 Meeting, were approved.

FIFTH ORDER OF BUSINESS	Consideration of Proposals
Drainage
Mr. Oliver reminded the Board that the budget had been adopted in August and that the assessment roll had been certified, including several direct-billed entities. He noted that the county tax bills go out on November 1, and there’s usually a short funding gap before assessment revenue begins to come in. Pulte helped bridge that gap by paying for its complete O&M assessments early. They delivered a $242,000 check to todays’s meeting so the District wouldn’t need to use its line of credit to pay invoices. The Board thanked Pulte for stepping up and noted its continued commitment and confidence in the future of the community.
Mr. Gray presented updated drainage proposals. After monitoring the area over the past month and getting significant rainfall, he reduced the scope from seven drainage boxes to four, focusing on the worst problem spots near the pool gate and the handicap ramp by the building. He said one additional area on the back side might need attention later. A Board member asked whether the small section could be fixed by regrading rather than installing a French drain, since the photo showed a natural dip. The drainage proposal was tabled to a future meeting.

Holiday Lighting (will be sent under separate cover)
Mr. Oliver stated that the Board had received an update on the holiday lighting. Mr. Gray said that he got two proposals after being asked to at the last meeting. He noted that the budget

was $2,000, but the whole setup that matched last year’s decorations came in at $3,525. That option included the entry monuments, clubhouse rooflines, pool decorations, wreaths, and takedown with storage. The cheaper $2,000 option only covered the roofline and four wreaths, and the District would have to store the lights themselves after takedown. Mr. Gray noted that he had discussed the due date for payment, since assessment funds don’t come in until late November or December.
Mr. Oliver said that it could probably be paid in the first quarter without using the line of credit. It was noted that last year’s lighting cost was about $5,500 because extra decorations were added the year before. They agreed that scaling back now would not be necessary. Mr. Gray went over the complete $3,525 proposal line by line, describing what each part included. The discussion ended with the Board leaning toward keeping the full setup, pending how payment timing and storage costs would be handled.

On MOTION by Ms. Cruz, seconded by Mr. Dodson, with all in favor, the Holiday Lighting Proposal, was approved.

SIXTH ORDER OF BUSINESS	Discussion  of  Policies  Regarding  Use  of
Alcohol at CDD Facilities
Mr. Oliver stated that the Board had discussed developing policies for alcohol use at District facilities. Mr. Dodson said it was still a work in progress and that Ms. Nixon was getting resident feedback. He noted the goal was to have reasonable guardrails that allow adults to enjoy beverages responsibly on CDD property. A Board member asked whether residents holding small gatherings could pour their own drinks or if they would need to hire a certified bartender, noting that the current language wasn’t clear. Mr. Dodson explained that casual use, like a few friends having drinks together, wouldn’t require a bartender, but larger, organized events would need one for insurance purposes. Another Board member asked that if someone rents a facility for a formal function and serves alcohol, they should have a certified bartender with their own insurance so the District isn’t exposed to liability. He added that casual users bringing their own drinks shouldn’t be affected. Mr. Dodson agreed and said the District’s attorney, Mr. Haber, who wrote similar policies for other Districts, would draft a version specific to this one.

SEVENTH ORDER OF BUSINESS	Staff Reports
Attorney

Mr. Brown noted that he was filling in for Wes Haber and said he didn’t have a report but could answer questions or pass them along to Wes.

Engineer
Mr. Schaeffer joined the meeting by phone and said that he had met with the National Stormwater Trust to review their permitting and proposed modifications to the District’s stormwater system. He said he reviewed the submitted documents and had no concerns about what they were proposing. He also mentioned talking with the landscape company about some issues and agreed that doing an on-site visit would make sense given the costs involved.

Manager – Review of Fiscal Year 2025 Goals & Objectives
Mr. Oliver stated that during the review of the Fiscal Year 2025 goals and objectives, the document was signed on September 10, 2024, and was included in the agenda packet. Mr. Oliver noted that a new state law now requires all special Districts, including CDDs, to establish annual goals and objectives and later evaluate their performance against them. Mr. Oliver added that the Board would review the details further at the November meeting, but said, based on his review, that the District had met all its current goals. He pointed out that if these same goals had been in place for FY 2023, the District wouldn’t have met them due to delays in the audit process, but the FY 2024 audit was completed on time by June 30. He also added that the goals covered communication, financial reporting, and transparency, and that accountability had improved compared to the previous year. The only area he planned to double-check was infrastructure and facilities maintenance, which he would review offline with the engineer. Mr. Oliver stated that by saying the FY 2025 goals had already been approved, and this discussion was just a self-check of the prior year’s objectives, before briefly noting again that Pulte’s assessment payments had already been discussed earlier in the meeting.

Operation Manager
Report
Mr. Gray gave his operations update. He noted that crews were working on pressure washing and general cleanup in preparation for the holiday lighting around Legacy Park. He mentioned a downed tree at 287 Royal Oak Court from the recent storm and said the tree service

was scheduled to remove it on Friday, after it had been down for about 2 to 3 weeks. Mr. Gray also reported that the maintenance was planned for the following week.

Landscape Maintenance Update
Mr. Gray stated that the ponds had already been serviced and inspected for the year, including the annual diving inspection, and that another inspection would be scheduled around April. Mr. Gray added that staff found some extra carpet tiles in storage and planned to replace worn ones in the gym before Christmas. Other than that, he said everything was running smoothly and there were no significant issues to report.

Amenity Center Manager – Report
Ms. Nixon stated that the amenity center operations had run smoothly this month. Food trucks continued every Thursday until about 8:00 p.m., and clubhouse reservations stayed steady with openings still available for the month and bookings already extending into December and January. She noted that the coffee truck, Deja Brew, was scheduled for Sunday morning from 8:00 to noon. Ms. Nixon asked the Board for permission to work with Champion Swim in the spring. She said that the instructor was highly recommended, specialized in teaching students with special needs, offered three class levels, and planned to donate 10 percent of the proceeds to the CDD. She agreed to provide a certificate of insurance. Board members discussed setting clear rules—requiring a written agreement, indemnification, and insurance coverage—and raised concerns about non-resident participation, liability exposure, and whether classes should be limited to residents or require participant waivers. Ms. Nixon also announced an upcoming movie night on Friday, the 17th, sponsored entirely by the Master HOA (Leland Management). She suggested organizing a December holiday “Vendor Village” event with First Coast Vendor Village, featuring food trucks, a DJ, inflatables, and other vendors, at no cost to the CDD since the vendors would pay the organizer. The Board supported the idea.
Greater Union Landscaping had donated fall decorations at the entrance, and Ms. Nixon publicly thanked Mr. Flannery and his crew. A One Blood drive was scheduled for Saturday, November 8, from 9 to 2 p.m., offering a $20 gift card and a small gift to donors. There was an extended discussion about the food-truck location. Ms. Nixon noted that vendors had been moved from the Legacy Park mailbox area to the amenity center due to cars parked there for days, which were limiting truck access. Some residents preferred the old location for visibility, but staff

explained the booking company wanted the new spot for safety, space, and compliance reasons. She stated that they had planned to ask the booking company about temporary signage to remind residents and possibly address chronic parking issues through towing.
Residents raised frustrations with the HOA’s communication and billing processes; the HOA’s budget meeting was scheduled for November 13. A resident also asked about the poor condition of pocket parks in the Bluffs; the Board planned to confirm whether those tracts had been conveyed and, if not, to push the developer to maintain them before turnover.
Mr. Flannery from The Greenery reported positive staffing changes and offered a choice between a $2,500 cash credit or a $3,600 landscape enhancement credit. Mowing around ponds followed a seasonal schedule. Residents asked about the large open field behind the amenity center, noting ant hills and sparse grass. Mr. Flannery confirmed that it was Bahia grass and had been seeded only once. The Board agreed to get quotes for re-sodding or improvements so the area could be used for play while the playground remained closed. Finally, the Board heard that Southern Recreation had inspected the playground and prepared a repair proposal. He noted that legal counsel had confirmed that proceeding with approved fixes would not affect ongoing litigation, so staff planned to bring costs for Board approval at the next meeting.

EIGHTH ORDER OF BUSINESS	Supervisor’s Requests and Public Comments
Mr. Oliver asked if there were any Supervisor requests or comments. Mr. Oliver then asked if there were any audience comments.
Mr. Dodson asked the Board to accept his resignation from the Board of Supervisors.

On MOTION by Ms. Cruz, seconded by Mr. Crosby, with all in favor, the Accepting John Dodson’s Resignation, was approved.

Mr. Oliver asked if there were any nominations to fill Mr. Dodson’s vacant seat. Mr.
Crosby nominated Justin Dudley to fill the vacant seat.

On MOTION by Ms. Crosby, seconded by Ms. Cruz, with all in favor, the Appointing Justin Dudley to Fill the Vacant Seat, was approved.

NINTH ORDER OF BUSINESS	Financial Reports

Financial Statements as of August 31, 2025
Mr. Oliver stated the financials are through August 31, 2025. Expenses and collections were discussed.

On MOTION by Ms. Cruz, seconded by Ms. Crosby, with all in favor, the Financial Statements as of August 31, 2025, were approved.

Summary of Operations and Maintenance invoices
Mr. Oliver stated that the invoices totaled $65,243.16. There were no further questions or comments on the check register.

TENTH ORDER OF BUSINESS	Next Scheduled Meeting – November 12, 2025,
@ 1:30 p.m. @ Grand Oaks Amenity Center
Mr. Oliver stated the next meeting is scheduled for November 12, 2025, at 1:30 p.m. at the Grand Oaks Amenity Center.

ELEVENTH ORDER OF BUSINESS	Adjournment
Mr. Oliver asked for a motion to adjourn the meeting.

On MOTION by Ms. Cruz, seconded by Mr. Crosby, with all in favor, the meeting was adjourned

Secretary / Assistant Secretary	Vice Chairman / Vice Chairman