MINUTES OF MEETING PALM GLADES
COMMUNITY DEVELOPMENT DISTRICT

The regular meeting of the Board of Supervisors of the Palm Glades Community Development District was held on Tuesday, September 13, 2022, at 6:30 p.m. at the Silver Palms by Lennar Clubhouse Silver Palms, 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez George Monserrat Zuzer Calero
Julie Medina

Chairman
Vice Chairman (by phone) Assistant Secretary Assistant Secretary

Also present were:

Juliana Duque Jesus Lorenzo Scott Cochran Monica Henning Sergio Silva Oscar Borras
Nicoles (Nick) Quiroz Damian De LeVega

District Manager
Governmental Management Services District Counsel
Clubhouse Director KWPM
KWPM
BrightView BrightView

FIRST ORDER OF BUSINESS	Roll Call and Pledge of Allegiance
Ms. Duque called the meeting to order, called the roll and the Pledge of Allegiance was recited by all who attended the meeting.

SECOND ORDER OF BUSINESS	Organizational Matters
Consideration of Appointment of Supervisor to Unexpired Terms of Office - Seat #5 (11/2022)
Oath of Office for Elected/Newly Appointed Supervisor(s)
Election of Officer(s)
Ms. Duque: The next item is organizational matters, and consideration of appointment of Supervisor to unexpired term of office, seat #5 which will expire in November, 2022.

Mr. Pelaez: Nobody at this time.
Ms. Duque: Perfect, we'll bring this to our next meeting.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
August 9, 2022 Meeting
Ms. Duque: The next item is approval of the minutes of the August 9, 2022 meeting. This is the moment to present any additions, corrections, or deletions to those. If there is none, a motion to approve will take place.

On MOTION by Mr. Pelaez seconded by Ms. Calero with all in favor, the Minutes of the August 9, 2022 Meeting were approved.

FOURTH ORDER OF BUSINESS	Ratification of Services Agreement
(Printer/Copier Service and Maintenance) with EBS Copiers, Inc.
Ms. Duque: The next item is the ratification of the service agreement, printer/copier service, and maintenance with EBS Copiers, Inc. Once again, we like to bring those back to our meeting so they are part of the record of today's meeting, a motion to ratify will take place.

On MOTION by Ms. Medina seconded by Ms. Calero with all in favor, ratifying the services agreement for the printer/copier service and maintenance with EBS Copiers, Inc. was approved.

FIFTH ORDER OF BUSINESS	Consideration	of	Resolution
#2022-06 Amending the Debt Service Fund Budget for Fiscal Year 2023 for Series 2021
Ms. Duque: The Board received yesterday a revised agenda because we might need to amend the debt service of our fund budget for the fiscal year 2023 for the Series Bond 2021. Our intention was to bring that back today and be able to discuss it. This item will actually be discussed at our next meeting. So, the Board for now is aware that

we need to amend our budget.	More information will be presented during our next meeting.

SIXTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: Let's move forward to our staff reports, attorney.

Attorney
Mr. Cochran: Good evening, everyone. I actually don't believe I have anything to present or report tonight. I know we had discussed an item with respect to maintenance responsibilities at the last meeting but, I did speak to Juliana about that this morning, so I think we had previously discussed that.
Ms. Duque: So, I just wanted to clarify that because I actually made that statement during the last meeting, I asked Scott for the status of the maintenance of the county right-of-ways, and he actually provided us with that answer at the April 12th meeting. I was pregnant at that time and two days before my maternity leave so I don't know where my head was then, but we have the answer. I actually provided the Board of Supervisors with a copy of his answer back at that meeting too, so Scott I apologize for that, we do have the answer and it's not District's responsibility, the responsibility is on the HOA side, or perhaps each homeowner. So, once again, we're just one community, we'd like to work together and we'll bring this back to the HOA, and if there is anything or any joint venture between the COD or the HOA we'll talk about that at some point.

Engineer
Ms. Duque: Let's move forward then to engineer's report. The only item that we have for the engineer report is that the Board is aware that on July 1, 2022 they provided us with a report of the condition of the District. This was presented to you during the last meeting, there are some items the District engineer found in terms of the control of certain structures and some maintenance items that needed to be addressed. Jesus went through this report thoroughly and he has attached some of the pictures, so you see that all of the pending items were already completed. So, thank you so much Jesus for this, and this is the report and the pictures are actually attached, and I made additional copies. So, unless there are any questions for that, this is just for your information, and we have completed that item.

Club
Monthly Report
	Proposal	to Install	New	Grass	2nd	Phase	with BrightView Landscape Services
Ms. Duque: The next item is club manager report, so Monica or Sergio, go ahead. Mr. Silva: Good evening.	So, with the club manager's report, for the month of August, there wasn't much critical maintenance work, the work is being done, and just the usual cleanup of the mailbox areas, the ground inspections, we did a bit of work and paint touch up in the fitness center. It is an ongoing work order since it does easily get stained on the walls and weights get thrown around sometimes. So, Jose is definitely on top of that as much as he can be. We also replaced worn out basketball nets, that's another thing we are constantly having to change, it does get a lot of wear of tear. Aside from that, we also installed a new Magna latch connecting the playground and the kid's splash, this was an old work order that had been placed. It's a Magna latch, it's out there in the pool deck, and almost all of them have that Magna latch, it's not the crash bar ones, it's the other one so that one was actually missing for quite some time, so we had been waiting I believe on Chandler Contractors to change them all but, the Health Department asked us to change that to just meet their standards, so we went ahead and did that right away.	Moving on to the project status of our roofing project for the outdoor storage space, currently, we are in the phase of changing of contractors, that's what we're doing. We are transferring the license over to Chandler Contractors so that he may pull the permit so that we can move on with this project that's taking quite some time now but, at the moment he's able to do that. I believe there are some papers that need to be signed and we can continue to move forward with this. Aside from that, the transition of the club documents, we are still on hold but we are about to start work on that very soon.  Are
there any questions that I can answer?
Ms. Duque: So now that you mention the transfer of the documents, I have attached an email that we received to your set of documents from Oscar. So, we met with Oscar, Mauricio and myself, and Jesus, and he wanted to see the option of staffing temporary admin for the clubhouse so that we can finish this work as soon as possible, this was the direction from the Board during our last meeting as well. So, Oscar has provided us, and I will invite him to join in case anyone has any questions, but the

maximum cost will be $19 an hour, then we'll be using a 2 week recommended admin staff at the clubhouse to be able to finalize that project, and that would put the clubhouse at $1,520. I don't know if there is anything else you would like to add Oscar. I do believe that Oscar talked to Rick because this project has been on the table for more than 6 months, and they will help the employees to settle in and train at their cost and that will not be an additional cost to the District. So, I don't know if you would like to add anything else.
Mr. Borras: No absolutely, just to echo what you just stated, that would be on behalf of the club to try to get people that have capabilities for the training of the employees, so at least for a 2 week maximum (inaudible comment) So, I received a communication from Rick acknowledging it, and then showing a conversation with the person that he's going to report to, so I should probably have a response to you by the end of business tomorrow.
Ms. Duque: So, meaning with this, if the Board approves to move forward with this when are we having this admin staff?
Mr. Borras: So, I need at least a week lead time to be able to bring this person in, so let's say, if you approve it today I should be able to have somebody as early as Monday next week, so it would be a week, and Wednesday is my cutoff for submitting
Ms. Medina: And that person would do what?
Mr. Borras: So that person would just assist with the administrative functions of scanning files after being given instruction by Sergio on what is needed.
Ms. Medina: And then you think it can be done in 2 weeks?
Mr. Borras: So, in conversation, we discussed that it could possibly take a little bit longer than that, but 2 weeks is a good trial run just to see if we can get the most out of it, and then at 2 weeks I'm sure that there may be another conversation but, we're going to put in 2 weeks because we want to get this done and resolved.
Mr. Pelaez: Part of the delay also is that they have to through all the files and that takes time and I'm sure that sometimes they have to refer to questions maybe from the HOA and so they both have to kind of work in conjunction so that's kind of been some of the delay.

Mr. Silva: It's also the fact that since the part-timer is coming at 4:00 o'clock, they have possibly under an hour to work with the HOA if they run into a speed bump with any of these files, so it's kind of a race against time when they get in.
Ms. Duque: So, we'll need direction from the Board if there is any if you would like to approve. So, I would need a motion to approve the proposal presented by Oscar today in the amount of $1,520.

On MOTION by Ms. Medina seconded by Ms. Calero with all in favor, accepting the proposal from KW Property Management for temporary admin staff for the clubhouse to assist with the file scanning project in the amount of $1,520 was approved.

Mr. Pelaez: We need to make sure the date on your floater and all, that you reach out to the HOA to make sure there's somebody that's going to be available to answer all the questions so it's seamless that way they already know, effective Monday and they can work it out on their side too.
Mr. Borras: Ok. Mr. Pelaez: Great.
Ms. Duque: Thank you so much, Oscar, please keep us posted and let us know so we can inform the Board of Supervisors when is the specific date for the admin to start.
Mr. Borras: Ok.
Ms. Duque: Thank you, Oscar, I appreciate it. Is there anything else Sergio to present?
Mr. Silva: Not from me.
Mr. Pelaez: I have just a couple of questions. So where are we at with the cameras?
Mr. Silva: So, with the cameras, as of today with the previous communications with Mike we still need the alarms and electronics, and he has not been able to give me a concrete answer as to when we will be starting. The last message I had from him before today was that those parts had been asked for, and they were just waiting to receive them and start work, and like I said I tried to contact him today, both with a call and email

September 13, 2022	Palm Glades COD

follow-up, and I did not receive a response, even though I did state the importance of hearing from him by today, specifically for this meeting, unfortunately, they were not able to fulfill their side of what was expected.
Mr. Pelaez: And how is their communication to you now, do they respond, have they been answering, have they been good at it, or are you struggling?
Mr. Silva: It's very tough, it's a big struggle to try and reach them. I try their cell phone, I try the office number, and I tried numerous emails, and even copying the right person on them as well, there's a big delay and we have to push to just get a line or two of answers, it's a little disappointing.
Mr. Pelaez: So, I personally think that we should give them a deadline up until the end of this month, we're allowed to do that, and if they don't then we'll find somebody else because the game that you're playing right now, like trying to reach them, they don't answer, and we've been doing this, just to get the quote was 2 months, we finally got it, they apologized but, at least just an answer from them saying, look we're struggling, trust me, we're going to get to you in December, but at least an answer, and if they don't answer then we're not going to work with people like that. So, I'm ok with giving them until the end of this month, and if not, by the next meeting start looking for someone else.
Ms. Duque: So, by September 30th.
Mr. Pelaez: If you guys are ok with that as well. Ms. Medina: Yes.
Ms. Calero: Yes.
Mr. Silvia: So, we're ok with sending that ultimatum to them, right? Mr. Pelaez: Yes.
Mr. Silvia: Ok, perfect, I will get on that.
Ms. Duque: Are there any other questions Mauricio?
Mr. Pelaez: I just wanted to know where are we at with the air conditioning stuff, or is that later in our agenda for discussion?
Ms. Duque: No, it's under club, remember we're under the clubhouse section. Ms. Pelaez: Ok.
Mr. Silvia: So, this is the quote that we have for the deep cleaning of the units of the A/C. So, Friday we did the moving of the thermostat from all the way over here, over to the lobby to try to fix the stuffiness that was going on in the lobby. We discovered that

September 13, 2022	Palm Glades CDD

specific thermostat is connected to a unit that provides air strictly to the lobby, and the three vents that are in the kitchen. So, technically that thermostat had no business being placed there originally. We have knowledge that it works a bit better, it is a big lobby, it's got high ceilings and windows, and the doors open and close a lot, but it's definitely gotten better. We have a laser temperature gun, and prior to this it was blowing somewhere around 75 or 76 degrees Fahrenheit, it's now blowing 68 or 69 and along those lines. So, the later in the day it gets, and the more sun it gets, you are going to feel it, but it's definitely made a difference. What we did notice on Friday which is supposed to be a simple removal of the thermostat and all that, we discovered that the units just needed better maintenance. Due to the fact that the thermostat was not working correctly, it just seemed that the maintenance wasn't up to date, since they do quarterly maintenance because this happened within that timeframe which I believe would be sometime between 3 or 4 months or so, there was a bit of let down there.
Mr. Pelaez: So, on this proposal, there's two parts to the proposal, number one, which is the coil cleaning, which I know they have to take the big coils out and clean them, and usually they say on an annual basis, and then there's the interior handler cleaning.
Mr. Silva: Which would be everything inside the walls and all of that?
Mr. Pelaez: Right, the inside cleaning, so out of this, I personally feel that the interior air handler cleaning should be part of their quarterly maintenance. So, I think you need to go back to them on this and tell them that they need to give a discount and remove the interior, and that just needs to be done on their part, part of the what we pay them on a quarterly basis to come clean the air handlers, in my opinion. If you guys are ok with it, and then I guess we can bring back the new quote for the next time for the coil cleaning, but I think they should do the other cleaning just as part of their normal maintenance.
Ms. Medina: What is it that they do, what is part of the maintenance?
Mr. Pelaez: So, they have a whole list of things, they come and change the filters, check the air, clean them, wipe them down, etc. but when they open them up, I think they need to make sure they're cleaning on the inside, just part of cleaning. So, the interior of the air handlers is that inside part, so when they take it out, I think just like when they wipe the outside, they need to wipe the inside.  So, I don't even think we should be

paying for that because that should be part of the regular maintenance, so this should be discounted, they should clean that, and once they clean that and then we're good, then we can talk about moving forward on the air handling, I think.
Mr. Silva: If that is ok, we'll definitely go back and talk to Montano about this. Mr. Pelaez: Yes.
Mr. Silva: Lastly, if I may add, they were trying to provide me at the last minute with a quote for a new NC unit. They were not able to give that to me, what they said to me was it was not available and the price will change by the time it's available, and they gave them a date of December, halfway through December, and we need a 10-ton A/C handler is what we need. So, she was trying to work that out to give me that proposal, but she was not able to tell us, she was only able to provide this proposal now.
Mr. Pelaez: And what's the problem with, or what is the finding of the unit that was the issue that you could see that might need to be replaced? Or why are you saying that it needs to be replaced at some point?
Mr. Silva: So, Montano when they wrote me a price, another thing we discovered aside from moving the thermostat is, the handler that is working currently right now with the lobby and the kitchen it's working under capacity. The way he explained it to me is that it's a 6-ton unit, but what is needed it's supposed to be a 8-ton unit, on one of them, and then the other one is a 5 and 5 but you need 10, but it's running on a 7, if I'm correct. So, we have two units that one is working under capacity, and we have another unit that is working over capacity, and from what he says is, these units should have been, when they were usually placed it should have been the other way around.
Ms. Medina: How old are the units?
Mr. Silva:  If I'm correct one of the units was changed, I'm not remembering the
date.
Ms. Henning:  I can tell you something for history, when I stepped on board and
from my understanding, all of them were original units and during the second year that I was here we replaced one on the north side, the gym unit is the one that was replaced.
Mr. Pelaez: Ok.
Ms. Duque: But wouldn't you think that since the moment this was built, with the plans and everything, and engineer's approval to have those units, I'm just trying to go back and I don't understand why now this is happening.

Mr. Pelaez: So, I think he needs to show you so I understand the difference in type, so they need to essentially match up right 5 and 5, 10 and 10.
Mr. Silva: Exactly.
Mr. Pelaez: So, I understand that there's two different sizes, and I understand the outside unit is super old, rusted, etc., but I also think he needs to show you, take me to the inside, let me see, how do we know this is a 5? How do we know outside is a 7?
Mr. Silva: He walked me through it and there are labels out there. Ms. Duque: Yes, you have the labels, you can see the labels.
Mr. Pelaez: And, so they don't match, and he said they need to match. Mr. Silva: Yes, they need to match.
Mr. Pelaez: To work properly.
Mr. Silva: Yes, because basically, it's one is just being overworked, and the other one is being underworked. It's not working to its full potential basically, while the other one is overworking itself, and could just shut off whenever it breaks down.
Mr. Pelaez: And it's old and rusty right now. Mr. Silva: Yes, it's old and rusty.
Mr. Pelaez: I guess I can see definitely, like from the original installation, and again, I don't know why but I think that should have been done already with the right stuff.
Ms. Duque: But you have not received the proposal for that right?
Mr. Silva: No, they were trying to get that over to me, and before that, I told them just try to get that over to me but, he just explained to me that it is not available because we need a 10-ton and what's available is a 7 ton right now. He does not have anything available until halfway through December is what he told me. So, most likely price could vary, and I had asked personally if they could just send that over to us so we could kind of have an idea of what it would be like, and he was not available to provide that to me at this moment.
Mr. Pelaez: Alright, I guess since we're up and running right now, then we'll have to cross that bridge when we get there, especially if the unit is not available, then we'll have to figure it out when it goes down.
Mr. Silva: Which he didn't say was anytime soon but, it is just a machine that is overworking always, so most of the time it's just on.

September 13, 2022	Palm Glades CDD

Ms. Duque: How can we get like a second opinion about that Sergio, can we try to contact other companies just to maybe come and look and let us know their opinion about the current status of the equipment?
Mr. Silva: I think an outside opinion would be good, another set of eyes definitely. Ms. Duque: Ok, so do that too.
Mr. Silva: I'll go ahead and see.
Ms. Duque: And generally, they will come and they will provide you with more or less, like full information, the status, and they don't charge for that.
Mr. Pelaez: It's like an estimate.
Ms. Duque: Correct, they try to do it to get the business, but you never know, maybe we'll be surprised after doing due diligence about other vendors, you never know.
Mr. Silva: Definitely, I'll go ahead and look into that.
Mr. Pelaez: Ok, and I highly recommend they should do an interior cleaning before the next meeting.
Mr. Silva: Most definitely, I'm going to have a serious talk with them about that, I think that's actually something that shouldn't even have to be brought up, so definitely I will talk to them.
Ms. Duque: Thank you so much, Sergio. Anything else?
Mr. Silva: Does the Board have any more questions for me?
Mr. Pelaez:	We need to figure out a solution for the locks on the gates on the
side.
Mr. Silva:  Ok, the side gates, so after talking to five different locksmiths, they
basically all have access to the same device. A device that will signal off an alarm, but there is no remote control, we wouldn't be able to control it from the front desk, meaning, most likely, and I'm not quite sure how loud it is, but you wouldn't be able to hear it going off outside when you're inside. If I remember correctly the only one that gave us that option was through alarms and electronics to be connected with the Galaxy System.
Mr. Pelaez: Was the gate according to the Fire Marshall or the county or whoever inspected it, said that they need to be alarm locked, supposedly there's Nick's answers on that but, with that then they can leave and leave the gate open and then come back in, and anybody can just come in the gates. So, if you put the crash bar with an emergency

little red exit thing, then we're just hoping that they see the thing, the thing is going to go off, and they have to manually turn off with the key, correct?
Mr. Silva: Right.
Mr. Pelaez: And then we're hoping people won't use it, but we don't know for sure if that's going to even stop them.
(At this point several people were talking at one time, and no one conversation
could be 1-ieard)

Ms. Medina: So, the Fire Marshall said that we have to have that also?
Mr. Pelaez: Somebody told us that has to be, they checked it for years and there was never an issue, and then one person said that it had to be opened, so there's a mixed message there, but do we have a final answer?
Mr. Silva: Yes.
Mr. Pelaez: And it has to be open?
Ms. Henning: So, whenever Joe came in and did the walkthrough with us, when we paid to have a consultant come in, and give us his opinion, he confirms that those are emergency egresses and they do have to remain alarmed.
Mr. Pelaez: So, then we either put the crash bar, so that way maybe people stop opening it and they stayed closed, that says emergency exit only, or we put some type of little contact at the front desk and you guys know when it's open and whoever is sitting there can maybe see the cameras and then the security can go open it, so that's another option but it's staying open and that's the problem.
Mr. Silva: My question would be, this would be something that, we're trying to do this during the hours of operation right, during the day, to stop them from exiting there, not after hours, it's during the day right?
Mr. Pelaez:  They're supposed to be closed after hours, and the guards make
sure.
Mr. Silva: Yes, and in that sense, after hours, it would make sense for the alarm,
they're always, even if they're outside, at night you would be, I would say wherever you are, you'd be able to hear these alarms but, during the day that gate would most likely be going off for 15 minutes, and then you finally realize, oh it's open and then you go close it.  Then I guess it would go to an issue of making sure that the battery is not dead

because it's been going off for so long or things like that, but it would be a lot of trips I would think because those doors they used quite often. Even the most innocent residents come into the pool, they don't want to wet the inside of our lobby, so they exit to those sides.
Ms. Medina: Right.
Mr. Pelaez: So, maybe it's like a protocol, maybe the guards need to just check it especially on the weekend when it really gets used a lot, maybe just make sure that every, you know when they do their rounds just double check the door unless they're going to close it, but just so they don't stay open so long.
Ms. Duque: Why don't add a mechanism to push it to close when someone opens

it?

Mr. Silva: Like a hinge that automatically closes it. Mr. Pelaez: Does it have a soft closing?
Mr. Silva: No.
Ms. Duque: It doesn't, so why don't we do that so they don't have to rush around? Mr. Silva: That makes a lot of sense, self closer is cheaper too.
Ms. Duque: Yes, a lot cheaper, so talk to Chick about that. Mr. Silva: Ok.
Ms. Calero: And that's ok?
Ms. Duque: Yes, the important thing is that you're able to open it from the inside. Mr. Silva: Yes, those doors are very light too, and the wind can keep them open. Ms. Duque: Yes.
Ms. Henning:  They can be closed at all times just not locked, and we can have

the key FOB on the outside if that's fine, that's up to fire code, it's just that you cannot physically dead bolt them or something like that so that in a fire people can't get out of it, they can't be trapped in the back of the clubhouse.
Ms. Duque: Correct.
Mr. Pelaez: Perfect, so self-closing exit.
Mr. Silva: Yes, self-closing, that's a good idea. Ms. Duque: Anything else for Sergio? No.
Mr. Pelaez: No.
Ms. Duque: Ok Monica.

Ms. Henning: Yes, good evening. So, I'm going to finish up the hospitality portion of the club reports. So, this past month we had our back-to-school food truck night on Friday, August 5th. We had a wonderful turnout, I know that a couple of the initial pictures that I have on there look a bit sparse but don't let that fool you, that was just after it had rained and people were all trying to get out of their cars and get back to us, but we had a really great turnout that evening. Both of these sponsors, Triumph Life and HCSF were the ones that donated a bunch of the bookbags and the supplies. We had a really long line, a good turnout and all of the supplies were handed out for the first 200 kids that showed up. So, definitely, that was very helpful there and we were pleased that they were also doing this, and they also were kind enough to share those great aerial shots that they took. Upcoming events that we have for the month of September, we just had movie night this past week and we had a great turnout of about 60 people here watching the movie, so everyone certainly had a lot of fun, popcorn, nachos, and some other great treats were provided by the HOA, so that was excellent too. Then coming up next week we're going to have our wine tasting night on Friday, September 23rd, and follow it up in October with our Halloween bash. Moving on to proposals for the Board, I know that we already had our events budget set for the year 2023 so, I wanted to bring before the Board the information that you have in front of you and it's essentially a breakdown of that budget outlined and based on the events that we have lined up for 2023. Again, these are numbers that are kind of set but, ultimately, we may not necessarily need all of the funding for those specific events but, it was at least to gain Board approval so that I can go ahead and start kind of securing vendors, especially for really big events like our Halloween event, and then also Christmas and Easter, which I actually book out a lot bringing you events. It may not seem necessary, but we like to snag the best Santa, the best Easter Bunny, and things like that, so if the Board has any questions, I'm happy to answer any regarding that.
Ms. Duque: And it's the amount that the Board adopted for fiscal year 2023, the total amount.
Ms. Henning: Yes.
Ms. Calero: And these are varied which is great because not everyone likes to do the same things, so you have a little bit of everything.

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Ms. Henning: Correct. A lot of these also were taken, like at every event I have the good fortune of being able to touch base with residents, and get their feedback and see what they really love. Of course, all of this is taken from seeing what our attendance is from this past year, even from previous years as well, which ones really work out, events that I've produced before and maybe we didn't have them this past year and they asked for, and things like that. So, all of that goes into proposing these upcoming events. Ms. Duque: Question Monica, sometimes we draft agreements with some of those vendors depending on the event and the amount that we are spending for that specific event, like we have a total amount here, but when we are getting close to one of those big events, I think it would be wise to perhaps send that information to myself, or to Scott, and present it to the Board so that we can draft certain agreements. So, I think it would be good to do it, just for the big events, the ones that are like over $5,000, like for those type of events because I know you bring like a specific vendor that kind of brings things with them, and provides like all of that, so I think it's important to have an agreement so
that if something happens, we are not liable, just for the big ones.
Ms. Henning: Right.
Ms. Duque: But I think pretty much the events are the ones that you have worked around and it looks really nice.
Mr. Pelaez: So, I know you've done it before and I think we approved last time was, we have some events, and let's just say it's $1,000 and I know in the past you've come back for $100 approval, I think you have it ironed out here but if one is $1,100 and the other one is $900, I think we're ok with it, Monica doesn't have to come back to the next meeting and say I couldn't book this event because it was $1,100 versus $1,000 and I needed approval, so as long as some numbers are shifting and you're within the thing and within the budget, always trying to save, but I'm ok with basing it off of this but, giving a little leeway of moving some things around if something gets canceled, from one to the other, just to make it a lot easier, it went smoothly when we did it this past year, so I'm ok with this here as well.
Ms. Medina: Yes, and the prices are constantly fluctuating as well, so we wouldn't want to hold you back on when we go with an event because of $100 or $150.
Ms. Henning: Ok, so just to clarify because I just want to make sure so that I'm getting the direction for doing agreements and stuff like that because I know for

Halloween, we'll likely be bringing back one of our main vendors that we use for a lot of the entertainment, but then we'll also probably be bringing in an additional vendor too, and that would all comprise that $5,200.
Ms. Duque: Oh, so that amount is not only with one vendor, it's like several vendors?
Ms. Henning: Right, it would be several but one would probably carry the bulk of that amount, is there maybe a set amount where if I see it, as I'm doing proposals or something like that, like if it's over, I don't know, $3,000 or something like that, then that we just maybe need an agreement?
Ms. Duque: I think I have a discretionary amount that the Board has for emergencies and those types of things, so we can use the same amount, which is
$4,500.
Mr. Pelaez: So, what you're saying, just to make sure I'm clear, if the vendor is over $4,500 you want a special agreement?
Ms. Duque: It's up to you.
Mr. Pelaez: No, I just wanted to make sure that we're clear, because I know the whole thing is $5,000 like for the whole thing.
Ms. Henning: Correct, yes.
Mr. Pelaez:	But what would be the number for the one vendor that we need an agreement or want an agreement?
Ms. Medina: Right, what's that threshold that would warrant an agreement? Ms. Henning: Yes.
Ms. Duque: Well, you guys can decide that.
Mr. Pelaez: And think it's also Easter and Halloween. Ms. Duque: Yes, that's why I said it's only a few big ones.
Ms. Henning: Yes, it's pretty much Easter, Christmas, Halloween are the ones where we have a lot going on, and typically we use like one specific vendor for it but, that whole chunk that you see there doesn't go just to that vendor.
Ms. Medina: Right.
Ms. Duque: It's all of them. Ms. Henning: Yes.
Mr. Pelaez: Like for Easter, what is the main vendor cost out of the $5,000?

Ms. Henning: For that specific one it would be pretty almost that, for that specific one, but for Halloween it's like we're going to be about half that.
Ms. Duque: So, like for example, Easter you do expect to have the $5,000. Ms. Medina: But only for one vendor.
Ms. Henning: Yes, so we would pull, I have a vendor for that, like a special one for
that.
Ms. Duque: I mean what do you think Scott, for those vendors, are the vendors
that we've been using already for many years?
Mr. Cochran: I mean it's kind of up to you guys, there's no hard fast rule about it, and every District handles that kind of thing differently. I mean, I think the main thing is to make sure they have insurance coverage, and they add the District as an additional insured for that.
Ms. Duque: Yes, which is what I said, we want to make sure we have insurance.
Mr. Cochran: Because that gives you a pretty good level of protection right there, but beyond that, I mean it's just kind of up to you guys. I mean if it's a vendor you're comfortable with, and it's not a large amount, it might not be worth it, but you never know. Mr. Pelaez: I mean I think, small or big, they all, again have to have insurance,
unless it's like a new company or something.
Ms. Henning: But even so, I still get their insurance regardless, if they're coming onsite for one of our events, they're requested to provide their insurance.
Ms. Duque: So, I mean with the amounts that the Board is being presented with today, and you are good with those amounts, we can just move forward, and just make sure, and Monica always requests the insurance, and name the District as additional insured and I'm sure you have that done too and just provide that to my attention so we can keep it for the District's records and make sure we have it if the Board agrees with that.
Ms. Medina: Yes, I'm good with that.
Mr. Pelaez: Yes.
Ms. Duque: Ok. So, let's move forward then, I think we have our direction, so no motion is needed at this moment.
Ms. Henning: Then I had a quick question as far as the status of the rule changes for the event.

Mr. Cochran: Yes, I forgot to mention that during my report, so I provided Jennifer at GMS with the advertisement language that was I believe sent out earlier this month so we will have the public hearing at the October meeting and assuming that it's going to be approved then they're effective upon the approval and I'll do a clean copy that can then be posted on the website and made available here.
Ms. Henning: Great. Then just two quick last things, I know that the direction from the Board from the last meeting was to take over how we can use or move the liability waivers that we have, either digitally or if there's a way to do that, taking a look at Event Bright, there's some ways where we can add it, like in the order form and filling everything out, and their input all of their information. I can set it to where each attendee has to either accept or decline the additional terms but, there doesn't seem to be a specific area there where they would actually need to physically sign and I wasn't sure if that was a make or break item, as far as those waivers.
Mr. Cochran: I don't believe so, I believe as long as they have to take some kind of affirmative action, like checking a box or hitting yes, I agree or something like that, I don't believe they actually have to do like a specific manual signature on there.
Ms. Henning: Ok, I mean in that case then if the Board is comfortable with it, I know that currently they're being advertised through that HOA's Event Bright account, I don't know if that means since that would technically be a COD liability waiver if basically, that would now need to be a COD Event Bright account?
Ms. Duque: Because you have it under the HOA. Ms. Medina: That makes it a public record, right?
Mr. Cochran: Yes, that's the main concern is public records issue, so I think it would be cleaner to have a separate account for the COD because then public records can just deal with that without having to sort through what's HOA and what's COD, that kind of a thing. So, if there's a way to do a separate one for the COD I would probably recommend that. The other thing I was going to say is maybe if, and I don't know if there's a way for you to send me the text or a link for like a prototype or something like that, just so I can see.
Mr. Pelaez: Like an invite. Ms. Duque: Yes.

Mr. Cochran: Well, I mean as far as like the actual waiver thing, so like either a screenshot of it, or a link where I would fill out like a sample one just to kind of compare that just to make sure that it looks sufficient for that type of an agreement.
Ms. Henning: Ok, perfect, so then I'll work on that between now and the next meeting so that we can take a look, and then just let me know if that would suffice. If, and I guess we would probably bring it back up next month if it's good then we would move forward with it.
Ms. Duque: You can move forward with it, I don't think we need to bring it back. Mr. Cochran: Yes, I don't think it needs to be brought back.
Ms. Duque: Right, if Scott is ok with it, I think you already have the direction, and do you know if they can open the other account under the COD, did you have that discussion?
Ms. Henning: I know that it's definitely doable, like I could just go in and open an account, you can create a brand new account because you would be a separate entity, so I could set it up as Palm Glades COD, and it would advertise as that.
Ms. Duque: Perfect, ok.
Ms. Henning: I think that would be fine. Ms. Duque: Yes.
Mr. Cochran: The only other thing I guess would be, being able to retain whatever the records are for the period of time that they need to be maintained when you're going through a third-party vendor obviously you never know but, I would assume they would have a way to do that, but I would just want to confirm that you will be able to access that information if you need to for public record purposes.
Ms. Medina: Don't you get a list at the tail end, a list and then maybe saying that, would that be good?
Mr. Cochran: Yes, I mean I don't know enough about the technology to know what
the format of it is but, I think if they have a way of showing, yes this is the message that everybody clicked yes to, and here are the people that clicked yes to, I mean I think that's ok. I don't think there would have to be like a separate thing, it would be one thing if there were actual signatures then yes, you would need some way to have each of those, but if it's just yes, all these people clicked this box or whatever.

September 13, 2022	Palm Glades COD

Ms. Henning: They have a way that you can generate reports both as the event is booking and even afterwards, like they have a lot of analytics giving you stats as far as how many were checked in, how many signed up, all of the information that you request that they input and if certain ones, like you can make certain things required to where they cannot move on to the next step unless they actually provide you that information, so that's something that I would be able to do in there, so it's the only way you can get a ticket is if you fill this required box for me.
Mr. Silva: Do we charge for that account, the Event Bright?
Ms. Henning: I'll need to speak with HOA because I don't know. From my understanding they're utilizing a free version of the account, I just need to confirm if we are able to use that one specific box. I don't believe that there's a charge because as of right now it allows me to do it.
Mr. Silva: Got it.
Ms. Henning: So, I don't anticipate that there would be any kind of a payment or anything like that for it.
Ms. Duque: So, if the answers for all of those questions are yes, then you're ready
to go.
Ms. Henning: Ok, sounds good. Then one last question that I did have, and it is in
regards to events, I know that we do have the World Cup coming up, and so of course there's likely going to be residents that are going to request that they can use the Grand Room and potentially watch the game. I was thinking that, is it something that may be possible where as far as for booking the event space that I may be able to either look at adjusting it or offering it as a semi-private event space, or like multiple bookings at the same time so that they would be able to watch part of these here? I guess the main concern that I have here is that through all of the current event contracts and bookings we have everything broken down and specific deposits and specific fees, but this is a bit unique in a sense that we would potentially be offering as a semi-private event space, so you could have multiple parties here at the same time, as long as we're gathering the same revenue, would it be ok, and that obviously it's all contracted, all of the residents are aware that it's semi-private, is that something that we would be able to do, or I am I only able to provide the event space strictly as it's outlined for those fees and for that specific contract? Does that make sense?

September 13, 2022	Palm Glades CDD

can.

Ms. Duque: It does.
Ms. Henning: Ok.
Mr. Cochran: I think you'd have to go by the rules, I think if residents want to, they

Ms. Duque: Why don't you do it as a clubhouse event?
Mr. Cochran: You can do it as a clubhouse event, that would be an easy option. Ms. Henning: That was my thought, yes.
Mr. Cochran: Alternatively, I would say we don't want to get involved with this but,

if a resident wants to pay the full amount and accept the responsibility because that's part of the rental process is the person that rents accept responsibility for anything that happens there. If they want to do that, and then other people want to contribute to reimburse so that it's spread out and it's just not one person fronting the cost that could work but, yes, we can if we're charging a fee for rental we've got to go by the rules, and I think also it just gets in the problems with the responsibility part, like if you have a bunch of different people sharing.
Ms. Henning: Ok.
Mr. Cochran: Yes, at the end of the day you need one person that's on the hook.
Ms. Henning: Yes, so it would be broken down and they would all be equally charged, like that was the initial thought in me kind of putting this together, ultimately because I would just like to make sure that if they do want to all watch the game or match or something like that, they can all have that opportunity.
Ms. Duque:  And maybe you can do it as an event for the clubhouse, like for big
matches.
Ms. Henning: Exactly.
(At this point several people were talking at one time, and no one conversation could be heard)

Ms. Henning: Ok, perfect, so then I'll go ahead and look at it.
Ms. Medina:	I would like the clubhouse event because then you have other people that you get to meet.
Ms. Henning: So, then I'll certainly take that back and work on that, and as far as
presenting that, maybe at the next meeting for a different event or something like that.

September 13, 2022	Palm Glades COD

Mr. Pelaez: They're working on this TV like the cable issue, so we can be able to put the games on here, so they're working on it by the next meeting you guys should have it installed, that way we could put the fights on.
Ms. Duque: We should get a projector.
Ms. Medina: Outside, that would be so cool.
Mr. Pelaez: I know Sergio is working on that to see ideas for projectors to bring it
back.
Ms. Duque: That's great.
(At th.is point several people were talking at one time, and no one conversation
could be heard)

Ms. Henning: Ok, that's all I have, thank you.
Ms. Duque: Thank you so much, Monica, I appreciate it. Before we move forward to the next item, we have here Damian and Nicolas from Bright View, so if you just want to get closer to the recorder. I have expressed to the Board of Supervisors during our last meeting that BrightView wanted to present an increase to their current services, and they are presenting a proposal, and if this moves forward with the amendment to the agreement it will be done by our District attorney but, as the Board is aware, we have different contracts with BrightView, and those are the documents that I have provided you with. So, they have the landscape annuals agreement, we also have the irrigation agreement, we have the mulch agreement, we have the trimming and palm pruning agreement, and our regular landscape service agreement. As is reflected in those amendments they are proposing a 5% increase to each one of those contracts, and I'm going to let BrightView step in and present this to the Board.
Mr. Quiroz: So, thank you for having us, giving us a little bit of your time, I know it's late in the daytime and I see new faces here as well. I'm Nick, I'm the landscape manager and this is my supervisor, branch manager, Damian. So, we've been here a while and I'm happy for that, and we've been working really hard to get to where we're at, and we've been through COVID and other hurricanes and we've tried to provide the best service that we can provide for the community, and everything has gone sky high on prices, it takes a lot of costs for us to run the crews and give them raises, and full cost is very expensive, it's starting to go down a little bit but, it's not there yet, but besides that,

we felt that having to run the crews in here, we felt that it was time to ask for an increase, and I hope you guys approve that and we can continue moving forward to provide better service, or as good as we are providing it now.
Mr. De LaVega: Yes, as you guys know nowadays everything is upside down, so we're just trying to stay even with the market, they're asking us to go up to CPI and I think that's way too high to ask, CPI right now is like 8% increase, so we were between 3% and 5%, and I think 5% is the number that would allow us to continue giving raises without going backward in a way, so that's what we're asking for. I've been with the Homestead branch for 2 years, and I don't think we've had an increase in the past 2 years. So, if you guys have any questions, please share with us, or any concerns.
Mr. Pelaez: Do we have the total truly of what it is because I see it here monthly, I'd kind of like it on an annual basis what this whole thing is.
Ms. Duque: That is correct, so let me walk you through the proposals so that we are on the same page. For the increases, the 5% for the annuals agreement, the increase per month is $671.44, the increase for the irrigation is $95 per month, the increase for the landscape mulch is $95 per month, for the tree trimming and palm pruning the increase is $135.09 and for the regular landscape services, it's $795.37. So, it's actually an increase of $1,791.40, so that represents $10,540.97 a year. Currently, we have in our budget, for the mulch, we have $62,000, for the tree trimming we have
$39,000 per year, the annuals is $15,000 per year, and the irrigation system and irrigation repairs are $22,815, so let me give you the bulk amount of those contracts. Now let me ask you something for the mulch, you're doing a $95 per month, before I go to the total amount, $95 per month increase but, as per our contract the only mulch, like how you did the math for the mulch, I'm trying to understand the increase on the mulch.
Mr. Quiroz: The mulch was based on the previous dollar amount that was given to you guys which was, I forget the exact number that was presented at the time, and then we went back to the table and gave you a 5% discount on all those prices, so that's what the number was based on, just 5% of the last number that was provided to you guys. So, I think it was 2019 when those numbers were provided.
Ms. Duque: Yes, I know that's what I have on the budget, that's the exact amount
that we have on the budget, Nick.  I just wanted to make sure, like from you get the

number, I understand the 5% increase, but when it comes to the mulch since we don't mulch every month.
Mr. Quiroz:  Well, because we purchase it in bulk and because the property is
already, the COD areas are already built out, we have measured the property and what it takes to do the mulch. Honestly, we didn't even consider the price that went up on the mulch prices, it went up, and we just went ahead and did the 5%.
Ms. Duque: So, the 5% on all of them, ok. Mr. Quiroz: Yes.
Ms. Duque: Then for the landscape service agreement you're including the porter service as well, right, on the total amount of the 5%?
Mr. Quiroz: Yes.
Ms. Duque: Ok. Now, a question for Scott, if we do any increase do we need to, it's $424,360 the total amount, if we add them all together. If we're doing an increase, do we need to go out to get bids because of the amount since we're just increasing 5%?
Mr. Cochran: I don't think so because I think they're all separate agreements. Ms. Duque: Even though it's with the same company?
Mr. Cochran: Well, is it just the increase that brings it over?
Ms. Duque: No, all of the agreements are already over the threshold. Mr. Cochran: Well, it's already over, right?
Ms. Duque: Yes, it's $242,360 the total amount without the 5%.
Mr. Cochran: Yes, so I think if we're already above it and we're just increasing it, I don't think we have to, I'll double check that but, I'm pretty sure we don't have to.
Ms. Duque: Ok. So, it would be $10,000 more than what we are currently paying for the services.
Mr. Pelaez: Does that put us over budget?
Ms. Duque: It will because it's not what we adopted in the budget but, at the same time we know we have money left in other line items in case you want to make this transition. The Board can also decide to go with the idea of certain agreements and then go to other agreements when we discuss the budget again, it's going to be up to you. We do have the money to transfer that specific amount to this current agreement if we're amending the budget and you approve today, perhaps this is something that we can do and bring it back to the Board during the next meeting too but, I do know because I had

this conversation with Nick and with Damian and I know the industry is being hurt by this process, inflation, and they have tried to do the best they can. You might recall that they approached us, I think it was like a year ago, or a little bit more than that, and our budget was already adopted, we were going through the COVID, and all that process, so we said we need to wait and hold to see what happens. It's my understanding that you're approaching the HOA as well for this, right?
Mr. Quiroz: Yes.
Ms. Duque: Ok.
Mr. De LaVega: And again, they're asking for the CPI, 8% to 10% right now.
Mr. Pelaez: So again, and I understand the cost of things, labor, being able to give increases, so definitely I understand that, and you guys are doing a great job which is the hard part, so I remember years and years ago there used to be complaints like crazy, and now there's no complaints so it's hard and sit here with this without approving this because you're doing a great job and both of you I know, Nick you're constantly around and in here, and answering the questions and going around with the girls, and so I understand why you're requesting this, and I'm ok with it personally.
Ms. Medina: Yes, me too. Mr. Quiroz: Thank you.
Mr. Pelaez: Every time we ask them for favors, they're always around. Ms. Duque: Yes, they're always there.
Mr. Pelaez: And I think like you were just saying, they asked for an increase sometime ago, and I think it was the wrong time or something like that, but the service didn't change which was impressive also because usually, you would leave here upset that you didn't get an increase, and you continued to do a good job, so I appreciate that and I thank you for that.
Mr. Quiroz: Right, and like Juliana said, we spoke about it a while back and we patiently waited for this right moment.
Ms. Duque: George, do you have any comments or questions about the proposed
increase by BrightView?
Mr. Monserrat: No, I agree with approving the increase, I have no complaints with BrightView.
Ms. Duque: Ok.

Mr. Quiroz: Thank you.
Ms. Duque: So, then another question is, Nick you're proposing this to start on October 1, 2022, right?
Mr. Quiroz: Yes.
Ms. Duque: So, pretty much it will run with the fiscal year of the District which is the conversation that we had. So, Scott, my only concern will be then, I don't know maybe we can look a little bit more into that, but if everything is as we expect it, then I think I have a motion from the Board, right?
Mr. Cochran: Yes.
Ms. Duque: So, let me read the motion, so I will need a motion from the Board to increase 5% the current agreements with BrightView those being the landscape annuals, the landscape irrigation, the landscape mulch, the landscape tree trimming, and palm pruning and the landscape services agreement for services.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, accepting the proposal from BrightView for a 5% increase in the contracted agreements as stated on the record was a._,pp._r_o_v_e_d_. 	 _

Ms. Duque: And just for the Board of Supervisors, the District attorney and myself will work on that agreement, we'll provide it to BrightView and bring it back to you. If we find any issues, or if Scott finds that we need to do a little bit more additional work, we'll bring that back to you and let you know, if not we'll continue with it.
Mr. Quiroz: Ok, thank you.
Ms. Duque: Thank you so much for being here, I appreciate it. Then another item that we have from BrightView is as the Board is aware, we completed the removal of all of the trees, and in those areas we've been installing grass, which has been requested by the Board. We have a proposal from BrightView to install the grass in those new areas, the swales, where the trees were removed for a total amount of $5,116.44.
Mr. Pelaez: So, the one that we had approved was a certain section that we had
done?
Ms. Duque: Yes, this is the other one, this is phase 2. Mr. Pelaez: Ok.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, accepting the proposal from BrightView to install grass in phase 2 in an amount not to exceed
$5,116.44 as aj_ated on the record was approved.

0. Field Manager - Monthly Report
Ms. Duque: Now, let's move forward to the field manager report, Jesus.
Mr. Lorenzo: Good evening, everyone. I don't know if you guys had enough time to check the report, do you guys have any questions or any cliff notes?
Ms. Duque: So, not hearing any questions, the only items that we need to present to the Board under the field manager is, we met with Chick, we drove around the community, and located the sidewalk report that is attached to the additional documents that were presented by Jesus. You have it in the agenda and you have it also attached to this proposal. So, we worked on those specific areas, we visited and drove the entire community with Chick and Jesus has prepared that report attached to your agenda and also to the proposal. This will be to replace all of the sidewalks that were damaged when we removed the trees or for some they needed to be repaired for the same reason as every year, another root from another tree, not necessarily from the work that we did. So, as you can see on the report that was presented by Jesus, you have a section, it shows the section, the location, and a picture for each one of those sections, and Chick has presented as well a proposal that shows each one of the sections to be repaired and the amount per section. The total amount for the project is $25,800 to do all of the sidewalks. So, unless there are any questions about the report to Jesus or any questions about the proposal.
Ms. Medina: When will they be done?
Ms. Duque: I don't have the exact date, I can go back and ask Chick but I do know that he's busy, but when it comes to the sidewalks and the repairs, he tries to answer like immediately, so he knows this is a priority, this is one of the projects that we need to take care of as soon as possible. There are other projects that we have pending at the clubhouse, he's currently working on it, and that's why I said I'm not 100% sure about the exact date but, I can go back to him and ask.
Ms. Medina: Ok.

Ms. Duque: If that's the case you know for any projects that we have pending, he can finish those projects and then move forward with the sidewalk because I do believe this is important.
Mr. Lorenzo: Important as well.
Mr. Pelaez: I think this one is something that we need to get rolling at the same time, we have to maybe figure it out, but this is like an important one, this is just not like paint a little thing or something, and we've already done the project with the trees, we're doing the grass.
Mr. Lorenzo: And the monuments will be next.
Mr. Pelaez: And this completes everything that we're doing out there. It also I think continues the process, it keeps them rolling while we're in between other projects here, and different things going on, so I think it's an important time to do this.
Ms. Duque: And I think we have seen that with him, like when he was removing the trees, he was working on some projects here at the clubhouse, I don't think he needed to stop one project and move forward to another one, in case he needs to, then we can do it.
Mr. Pelaez:  And this won't affect the grass area that we're putting in the new
grass?
Ms. Duque: No, because those were already removed, in terms of the grass, and
he just needs to repair the sidewalk.
Mr. Pelaez: Ok, it's nice with all the pictures and all of that. Ms. Duque: Yes, very nice report, thank you so much, Jesus.
Mr. Lorenzo: There's just one section I believe it's 4 or 6, there's a large area of sidewalks that need to be removed. Yes, so in section 5, on page 12 of the report, there's four slabs and it's lifted and also dips where the pavers are. The picture is a little bit small in this report but, it doesn't do it justice but it's pretty bad, so that one you'll see on the estimate.
Mr. Pelaez: The whole slab needs to be replaced.
Mr. Lorenzo: Yes, there's four of them, and everything around it, maybe the pavers as well, of the homeowner's driveways.
Mr. Pelaez: Ok.
Mr. Lorenzo: So, that's what is going to drive the cost on that one specifically.

September 13, 2022	Palm Glades COD

Ms. Duque: No, we have one in section 3 too. So, if the Board would like to move forward with this, then I will need a motion from the Board authorizing District staff to draft the agreement and enter into an agreement with Chandler Contractors for the sidewalk repairs and replacement in the amount of $25,800.

On MOTION by Mr. Monserrat seconded by Ms. Calero with all in favor, authorizing staff to draft an agreement and enter into an agreement with Chandler Contractors for sidewalk repairs as stated on the record in an amount not to exceed $25,800 was approved.

Ms. Duque: Ok, so in one of our meetings, and this is related to the clubhouse, we're trying to improve the look of the clubhouse, that is what we want to start doing. There have been a couple of conversations from the Board, and you have expressed your opinion about creating the look of the clubhouse. So, we're going to be working on some projects that I believe are a priority, like the diamond bright, but during one of those conversations we talked about new floors for the clubhouse, so you won't see this proposal. I don't think this is something that we need to move forward with right now. This month, September is our last month for our fiscal year, so what I requested already to my accounting department is I want to see how much we have left in terms of contingency or any other money that we can allocate for those particular projects, see how much money we're going to have left. As soon as we start the new fiscal year we're going to have our capital projects that we always have, or try to have $275,000 is what we have allocated for that specific item but, we know that diamond bright is expensive and we are still finalizing some other project like the sidewalks, like the new grass in those areas phase 2, so that adds up a little bit and perhaps it's going to limit some of the projects but, I want the Board to see this proposal because this vendor, the name of the company is Mayfair Home Services, to do the entire flooring of the clubhouse is for the amount of $69,740.40 without the flooring inside the bathrooms on the gym side. We'll be doing those, but not the ones on the gym side, that would be the only exception, those bathrooms.
Ms. Medina:  Can I ask what's wrong with the floor? Is there an issue with the
floor?

September 13, 2022	Palm Glades CDD

Ms. Duque: There is no issue with the floor Julie, once again, I think it's just to upgrade the look of the clubhouse, to make it a little bit more modern, that's been the request from some of the Board of Supervisors, but once again, it's for you to discuss to come to an agreement as a Board of Supervisors if this is something you agree with, you might not agree, it's for you to decide. This is an amazing company, I've worked with them before, they also did work on fountains at the City of Doral, and they won first place prize for their work and beautification of the city. So, it's very nice, it's a very nice company, and we had some of the sample flooring a little while back.
Mr. Pelaez: This is the samples if you guys want to see them. This is another clubhouse that he did the floors already in this grade and it looks phenomenal. Basically, what we're trying to do is, we had increased the budget I think it was last year or the year before to do like all the painting and exterior and interior, and the diamond bright, so we have the funds for it, or we're working on it, and we're trying to see within those funds how much we can do with an upgrade to make the club a little bit more modern. So, if we're already painting and doing the inside and outside, possibly talking about the floor because they're old, it will just give it a new modern look, and maybe look at the furniture that's in the lobby because that's already super old and saggy and all of that, so we're just trying to look within those funds how much we can do an upgrade of the club with the funds that we had already allocated for repairs, and upgrades of the clubhouse.
Ms. Medina: So, do we have a list of the things, our wish list of what we would want, the floors, the furniture?
Mr. Pelaez: Yes, so technically we started, we had a meeting a couple weeks ago so it's in the works right now, I know they're working on some schedules so I've asked them to get this planned out for all the quotes and everything for the next meeting to have it for the Board, and a schedule and all of that, signing agreements in November and hopefully the first or second weekend of January to start, so that way kids are back to school from Christmas break, it's the winter time so the pool can close down by that time, so essentially close the club and they have a couple of months now to like plan it. Who's going to do what, the timing of it, you're going to come in, so all of that is going to kind of be worked out and they'll have it for hopefully the next meeting a better plan.
Mr. Lorenzo: Yes.

Mr. Pelaez: So, they've already got guidance, they're meeting on a weekly basis to talk about all the options and then we take it from there, and this was the one that we talked about. I did go to see one of his clubhouses that he did with these types of floors, so that's why he supplied it to us but, it was just the first one to come in, but next month you're going to have this with a stack of different things going on.
Ms. Medina: Ok.
Mr. Silva: Aside from that as well if I may add, the tiles that are broken in the entrance lobby, and they've been there for some time, that would be a great way to just cover all that up and start brand new, and from what Eduardo said, I think he said these are very easy, if anything were to happen to come in and fix and replace right away, rather than a tile breaking and so forth.
Ms. Duque: So, once again, this is just for your information as Mauricio stated, Sergio is working very diligently with Oscar, and with all the vendors to bring that package back to you but, I think it's important for you to know where we're trying to go ahead. Are there any questions? Not hearing any, let's move to the next item.

E. COD Manager
Discussion of:
Financial Disclosure Report from the Commission on Ethics and Reminder to File Annual Form
All Professional Cleaning Price Increase
Ms. Duque: Let's move forward to the COD manager's report. So, the next item is the discussion of financial disclosure report from the Commission on Ethics and reminder to file the annual form. So, it's important to mention that George you're still missing Form 1.
Ms. Medina: I did mine.
Mr. Monserrat: Ok, I submitted it the day after the last month's meeting. Ms. Medina: Me too.
Ms. Duque: And Julie too, did you receive an email from them?
Mr. Monserrat: No, I haven't.
Ms. Duque: How did you submit it George? Did you send an email?
Mr. Monserrat:	No, I mailed it in, priority mail.	I'll have to follow up because actually, my wife mailed it in for me.

Ms. Medina:	But should have I gotten a confirmation or something because I didn't get one?
Ms. Duque: Yes, George, let's do this, can you please send me an email right now
so that I don't forget, I'm going to send you the email address, so send your form to that email address.
Mr. Monserrat: Ok.
Ms. Duque: If you send it to me, I will send it to you after the meeting. Mr. Monserrat: Ok.
Ms. Duque: So, send it again just to be on the safe side. Mr. Monserrat: Ok.
Ms. Duque: Perfect. Let's move forward with the next item, we have also received a proposal from All Professional Cleaning for a price increase. So, All Professional Cleaning is the vendor for your clubhouse, the janitorial vendor for your clubhouse, so they are increasing the total amount of the services to $4,800 per month, and for an annual amount of $57,600, and I'm going to tell you the exact amount that we're paying right now. So, for the janitorial services, we are paying $52,000 annually, and they are proposing increasing it to $57,600.
Mr. Pelaez: And I know we said no last time. Ms. Medina: When was the last time?
Mr. Pelaez: I think last year, was it last year around the budget time?
Ms. Duque: I think it was last year, yes, and they have another price for the emergency call, and also the cleaning party room post-party charges.
Mr. Pelaez: I mean if we approve it, line item #5 I think needs to go out. They're
here cleaning, it doesn't matter if there's a mess after a party, if there's whatever, they clean what they clean. It's like if somebody walks in with mud, now there's going to be a special cost, cleaning is cleaning, so I don't agree with #5 unless they have to come in after hours cleaning or a special cleaning or something like that, I'm ok with that.
Ms. Medina: So, #2 is it always that way?
Mr. Pelaez: I'm just saying if they're already here 9 to 5, let's just say, they have to maybe pay more attention to one area than the other if there's an event or something and it requires some cleanup but, I don't think we need to spend $50 on extra cleanup unless I'm missing there's something special that they do for the $50.

Ms. Medina: And it's not often, it's not like it's happening every day.
Mr. Pelaez: But say you have movie night, I'm just going to give you an example, for the most part, it's the same, but they have to come and the door is a little bit dirtier, or some chips on the floor, now it's $50 because there was a party before, is that what I'm understanding, do you know, or do you understand what that means?
Ms. Henning: It's more for private parties.
Mr. Silva: It's usually more for the residents, private events. Ms. Henning: Right, it's more for private events.
Mr. Silva: Especially if they don't clean up after themselves, especially.
Ms. Calero: This will cover in the other agreement, in the rental agreement?
Ms. Henning: Correct because we charge for cleaning fees for that, and essentially the residents do like a basic, take out the trash, clean up some, I can't say that it's always the best, so it's requires them to go back over the same areas.
Mr. Pelaez: Ok, so same ideas, so let's say there's a party in here, and the residents, they try to clean up but there's chips left over and it needs some extra wiping down, we would have to pay for the other cleaning, is that what I'm understanding?
Ms. Henning: Yes.
Mr. Pelaez: So, essentially, they're just spending more time in this room than doing their regular rounds, so to me, it's the same thing.
Ms. Medina:  Well, how different is it if you have the tutoring help in here and
they're having chips and some are left behind, it's not a party.
Mr. Pelaez: Right, exactly. If you spend $80 in the entire club, or you spend $80 in the room you're still cleaning.
Mr. Silva: Right.
Mr. Pelaez: So, just to keep it, our numbers, not every time there's an event, that's it, this is an opportunity to charge $50 extra. Now, maybe if they were bringing in another person to help and they were only doing this but, it's the same exact person who is cleaning.
Mr. Silva:  Right, and if I may add a comment to that, I'm not exactly sure how
much of that amount is used to give to the person that came in that day. Our main person, Virginia, is Monday through Friday, on the weekends we have a different person. What I know personally speaking with her and Ramon for All Pro is they've been having

this for many months, and we've seen it because we've seen many of them, have a very hard time keeping a weekend employee and it actually has a lot to do with the events cleanup. They've left them with those comments in a sense kind of like, oh it's too much work, there's too much throw around, so they've been having a hard time. I have personally already seen about 5 to 6 different cleaning people for the weekend.
Mr. Pelaez: Well, hopefully with this increase they're going to be able to pay their weekend staff.
Mr. Silva: And I would actually like to clear that up and see, is that maybe perhaps something they tell them when they hire them, oh if there's an event you get a $50 bonus, I don't know that.
Ms. Henning: Then is that going directly to the employee? Mr. Silva: Right or is it just the company?
Ms. Medina: Is it going to the employee though?
Mr. Silva: That's what we need to clear up, or if it would be an incentive, like oh you get a $50 bonus if there's an event.
Ms. Medina: So, when the resident had a party, and they don't clean up well, we charge them extra right?
Ms. Henning: We charge a cleaning fee. Mr. Silva: A base.
Ms. Henning: Yes, a base cleaning fee already because they're required to essentially just pick up food and drinks, and if there's a spill, clean up the spill, take out the trash, and remove anything from the refrigerator. Above and beyond that though, if they track in mud or something like that, something extensive, that would be something else.
Ms. Medina: So, they're not going to mop the floor and vacuum.
Mr. Silva: Right.
Ms. Medina: And how much are we charging them in here?
Ms. Henning: It depends on the event space, so like the Grand Room is $175, South Terrace is $50, if you do that combo, it's $125, gazebo and barbeque area is $15, and it's going to be $125 as soon as we do the changes for gazebo and terrace combination.

September 13, 2022	Palm Glades COD

Ms. Medina: So, where I work, for instance, I have this event this weekend, 14 hour days on Saturday and Sunday and our same cleaning person was there cleaning without a bonus. It was just, we have to have an event today and it's just going to be a little busier than normal. I mean, the fee seems like something kind of like nominal to me, like oh let's just plug in $50 because how do you justify $50, I don't know, that's how I'm seeing it.
Ms. Calero: And they're asking for almost an 11% increase. Ms. Duque: It is an 11% increase, it's $467 per month.
Ms. Calero: And then it's up to them when they plug in the extra $50, so are they going to request it now every time we have a party?
Ms. Medina: Well, it looks like it's every time.
Ms. Henning: Well, they do base it on every time a private resident event happens, they request it, yes, which is anywhere from 2 to 8 times a month, depending on how busy the event bookings are, or potentially more, if we're slammed and we have Friday, Saturday, Sunday, that means that's you're collecting $150 for the weekend.
Ms. Medina: Right.
Ms. Duque: And go to Zuzer's statement, is the 11% increase I think is an important point, I mean if we want to counter offer, we just approve 5%.
Ms. Henning: And that's 11% without the $50, plus, plus. Ms. Medina: Exactly.
Mr. Pelaez: So, I think we've come up with a percentage that you think, and we tell them that percentage, and remove this $50.
Ms. Medina: I mean about the employees, we can't keep employees at my job, they're just rotating through and I think a lot of people it's the same, I don't know what's going on or where people are going.
Ms. Silva: Right, I know.
Ms. Medina: I'm down 6 positions, and I just can't find anyone qualified to fill them, so I don't know if it's really the Saturday issue.
Mr. Silva: It's the weekends, that's all we know. Mr. Pelaez: Whatever you guys think.

September 13, 2022	Palm Glades CDD

Ms. Medina: I don't mind the emergency call because again we have to have an extra person and I know we have to pay for that, but I just feel like this $50 is just, I don't know.
Mr. Pelaez: So that has to go out. Ms. Medina: It's like $500 a month. Ms. Calero: Yes, it adds up.
Mr. Pelaez: And you're getting book-outs for everything.
Ms. Henning: Yes, for October and we're already at maximum capacity. Mr. Pelaez: So, cut the $50 what about the increase?
Ms. Medina: I personally don't know how much, is it just this area, the gym? Ms. Duque: Nothing has changed.
Mr. Pelaez: No, it's the same amount of work, I'm just assuming that the increase
issue is maybe the labor market is going up.
Mr. Silva: And they supply their own cleaning supplies and stuff, that's done through them, they don't bill us for that.
(At this point several people were talking at one time, and no one conversation
could be heard)

Mr. Pelaez: So, I understand the 11%, like it's high, I do know that last year when they asked, we denied it. I know the cost of labor and so forth, I mean we're talking about $500 a month here, so by the time they give, if they give them an increase then it would eat that money up real quick. I don't know if they're going to give them an increase so it's hard to know what the right amount is.
Ms. Medina: Right.
Ms. Calero: I don't see the 11% as the issue, I just see this, it's almost like an afterthought let's put in a $50 clean-up.
Mr. Pelaez: So, we approve it but they have to take #5 off would be. Ms. Duque: And you approve the 11% increase?
Mr. Pelaez: I'm ok with it. Ms. Medina: Me too.
Ms. Duque: Ok, and then to remove the $50.
Ms. Medina: Yes.

September 13, 2022	Palm Glades COO

Mr. Pelaez: If they don't remove the $50 then tell them no, and you can bring it back to the next meeting.
Ms. Duque: Perfect, ok, and if they do then I would need a motion as stated from the Board and authorizing District staff to amend the agreement.

On MOTION by Ms. Calero seconded by Ms. Medina with all in favor, accepting the proposal from All Professional Cleaning for cleaning of the clubhouse, removing the $50 for post-party cleanup, and authorizing staff to amend the agreement was approved.

Ms. Duque: The last item that I have for information more than anything else at this point, once again we are back with Delta Five and issues about time sheets, the sign­ in and the sign-out and comparing those to the current invoices. So, once again, Delta Five, are not employees of the District so we cannot perform an oversight of that job but, this comes down to a trust issue, and I'm going to let Mauricio jump in but, just so you know we met with James Fernandez from Delta Five before the meeting today. We found this out about 2 weeks ago, so we even had some discussions about going to some time clocks and finding some other ways so Sergio searched out for this information. We presented this information to them today because the way they're doing it is through this time sheet and then as you can see from those logs the times sometimes doesn't add up, you're missing dates and signatures, and he brought today like a log that they do for the HOA for violations and those types of things, and Mauricio asked for day 24, he went back to a log and there was nothing going on for that date. So that pretty much tells us ok, so we didn't have a security guard on the 24th.
Ms. Medina: Can we deduct the 24th then?
Ms. Duque: Well, that's where we are going right now. We asked them to go back, I want him to compare, I didn't want them to be prepared for the meeting, so we were the ones with all of the documentation and presented it to them. I actually showed them from the last invoice that we received how some of the names according to, and I'm going to give you an example, Williamson, he was supposed to be working on the 24th, and he appears on the payment as on the 22nd and the 24th it was someone completely different.  So, once again, there are a lot of discrepancies, it's very inconsistent, and

Mauricio was very strong about that feeling and representing the Board of Supervisors stating pretty much this is unacceptable again.
Ms. Medina: And if this is the kind of product that they're showing on the timecard then it makes me kind of question what's being done, or what's not being done, while no one is around to see. I mean I don't want to go there but, if you're presenting something, you know your people are going to see and that's the product then it just makes me nervous.
Ms. Duque: So, at this point, we have requested Delta Five to provide us with some of those answers. James was again very apologetic about what took place.
Ms. Medina: So, how many times has this happened?
Ms. Duque: Well, that's the problem Julie we don't know because of this timesheet, they have it here at the clubhouse front desk. Remember, once again, I want the Board to be very aware of this, we are not employers of Delta Five. We do not control their security guards, we do not, Delta Five does. They have a different relationship with the HOA but, about the COD and the role that the COD plays, it's very important to know that is not our task but, then once again, they keep this log at the front desk, and we don't have copies of any of these timesheets. We happen to have it because we found that issue, not because we keep them, this is the only copy that we have, they take them, and maybe Sergio or Monica can add a little bit of how this was found.
Mr. Silva: Well, basically when they come in, that's a thing that they do on their own, I must say, I must have some fault in the sense that I never looked at this, I never checked this.
Ms. Duque: No, it's not your role Sergio, it's not your role.
Mr. Silva: I would have them white out too when they asked me for white out, so I apologize for that, so I feel like a little bit is on me.
Ms. Duque: No, Sergio it's not.
Mr. Silva: But yes, they basically own this, they have this kind of just to seem like they're doing something that they're supposed to but, there's no order, as you can see here there is no consistency, there is nothing concrete here that you're able to really take a hold of, there's no accountability.

Ms. Duque: And what they sent to us is beautiful, it's a timesheet that shows us the login and the information, the digital sign-in, which is what I receive, you compare that to the invoice and we live in a perfect world.
Ms. Medina: Right.
Mr. Silva:  Exactly, that's why this is the physical one and then there's a digital
one.
Ms. Calero: So, what can we do, what are our options at this point, I guess that is
my question.
Ms. Duque: Well, we had the meeting today, Zuzer, I think we need answers from them, I don't know if you want them to be present during the next meeting, that could be number one. I will not guide you to take any decision right now unless we have them present and they provide us with those answers. At this point it's like there isn't much to be done because we caught them unexpectedly but, I guess you guys can decide during the next meeting what can be your approach.
Mr. Pelaez: I think since this just happened today, I think we need to get some answers from them and show face again, it might be the end of the road for them but, since it just kind of happened let's just let it play out until the next meeting, and then we can make the final decision and if that's the route we take I want them here to hear it because it's been twice already, we let them slide the first time, and people make mistakes but twice is too much unless they come up with some miracle or something, then we may take that road of getting rid of them, but I think we should wait until next meeting just to see how things play out a little bit after today.
Ms. Calero: Yes, absolutely, I agree, we should wait to see what they come with, what their suggestions to resolve this, we should see if that's something that works.
Ms. Medina: How long have they been with us? Mr. Pelaez: Since the beginning.
Ms. Duque: Since the District was established since Lennar built the community. Ms. Medina: So, we don't even have anyone else that used to field issues?
Ms. Duque: Well, we did our due diligence, you might recall that we approached different companies, and we brought back proposals.
Ms. Medina:	And it may not be the company, we can't blame the company for something that someone else did, that someone else did, I mean it goes down the ladder,

but I think if they come up with a sound solution that maybe they could work throughout their whole organization because I'm sure this is happening in other places as well, and this is kind of their protocol, then this is not the only place it's happening.
Mr. Pelaez: So, I agree with your statement, there is a supervisor though that's in charge of the account. So, I understand the guards maybe are not figuring it out, or whatever, but the supervisor that's supposedly looking at this, hasn't ever said why are all these blank, let me take it to my boss, or let me do something, so the real problem I think is really that one person that was in charge of this. So, I think the Delta representative was really upset at the moment because they know that one person could really jeopardize their account. So, maybe we'll see some changes and maybe we'll be ok with it.
Ms. Medina: Right.
Ms. Duque: Yes, and that's the statement that I was going to make. Mr. Silva: He left upset.
Ms. Duque: And he mentioned that, he mentioned that perhaps he needed to make a move when it comes to that specific supervisor.
Mr. Cochran: Just the overall picture is that we're trying to figure out if they're actually providing the services that they're required to provide pursuant to the contract, and that they're billing us for.
Ms. Duque: Correct. Ms. Medina: Exactly.
Ms. Duque: Correct Scott, that's the main issue, yes.
Mr. Pelaez: So, yes, I'd like to definitely, we're going to see some answers and I would like them here, hopefully, the owner is back, and I want him to show face too because he was super apologetic and super sad to see the situation happen. Last time he promised it wasn't going to happen again, and now we're having this again, so I'd like to see him here as well.
Ms. Duque: Ok, I'll make sure I pass this information to Delta Five. Ok, nothing else, are there any questions for me?

SEVENTH ORDER OF BUSINESS	Financial Reports
Approval of Check Register
Balance and Income Statement
Ms. Duque: Not hearing any, let's move forward then to financial reports. Tab A is the approval of the Check Register, and tab B is the Balance Sheet and Income Statement. Unless there are any questions about those, a motion to approve would be in order.

On MOTION by Ms. Calero seconded by Ms. Medina with all in favor, the Check Register, Balance Sheet, and Income Statement were approved.

EIGHTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments

and

Ms. Duque: Are there any Supervisor's requests? Not hearing any, is there any audience comments?

NINTH ORDER OF BUSINESS	Adjournment
Ms. Duque: Not hearing any other comments, a motion to adjourn will take place.

On MOTION by Ms. Calero seconded by Ms. Medina with all in favor, the meeting was adjourned.

Chairman / Vice Chairman