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, February 8, 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 Julie Medina Zuzer Calero

Chairman
Vice Chairman Assistant Secretary Assistant Secretary

Also present were:

Juliana Duque Andressa Hinz Philippi

Ben Quesada Jesus Lorenzo Scott Cochran Monica Henning Sergio Silva Jonathan Freiria Nataly Umoja Several Residents

District Manager
Governmental Management Services (via teleconference)
Governmental Management Services Governmental Management Services District Counsel
Clubhouse Director KWPM
Luxor Developers Resident

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.
Ms. Duque: If the Board allows me, I have someone today that is a resident,  and Monica, if you would like to present this to the Board before we go on?
Ms. Henning: Absolutely. Good evening, I have Nataly to present to you, she is actually one of our residents and Nataly has joined us this evening because we were in search  of a new  yoga instructor  for the clubhouse,  and I've been speaking  with    Nataly,

she actually had expressed some interest a few months back about being a yoga instructor here with us. We, at that time currently had a yoga instructor, but at this point now the other instructor has moved out of the community, and so we were on the search for someone else. So, I reached out to Nataly to see if she was still interested and she is, so I just wanted her to introduce herself and kind of give you a little bit more information about what she's looking to bring to the clubhouse.
Mr. Pelaez: Great, welcome.
Ms. Umoja: My name is Nataly Umoja, I've been a yoga instructor, I got certified in India back in 2017, and I've been practicing since 2015, I've talked in various places like FIU, other studios as well in Homestead, Box At Q's is another new boxing gym that I've been teaching at every couple of weeks, maybe like once or twice right now, so since COVID I've not been as active in my physical practice since the pandemic, so I  am interested in trying to build another physical community, because right now everything has kind of been digital and I live here so, it's something I've kind of been wanting to do for a long time actually is to teach here. Like I've even sent flyers out, I think years ago before to attempt to do it, so Monica asked me one day when I came to the pool and it was perfect timing, I kind of just changed some things with my personal job, so I have a lot of availability now, so it's definitely what I'm proposing, so I would  like to do like 1 or 2 classes a week, I'm not sure what the availability is here.
Ms. Henning: And we looked at, we kind of discussed it because  we  have Zumba on Thursday, and she said she had availability for Monday and Wednesday evenings, and those would actually work out really well for the club too, so we would be able to do 2 different nights, that would be really awesome too.
Mr. Pelaez: Great.
Ms. Henning: It would offer some additional availability for residents. Ms. Umoja:  Great, yes, that would be perfect.
Ms. Henning: And then I included some of the flyers as well so you can see them to kind of give you an idea of what we'll be putting with the activity calendar and we can also have them here available for residents as well, and then it includes her pricing so that residents know right up front how to contact her and what the pricing is for the classes.

Ms. Umoja: Perfect, thank you for bringing those out. Mr. Pelaez:  It sounds great to me.
Ms. Duque: Ladies, thank you so much, before you leave us, are there any questions from the Board?  No questions for Nataly.
Ms. Umoja: Is there any requirement that I would need for the position, I have  my certification, like anything else that's required to take on the job?
Mr. Pelaez:  From us, Monica, whatever your normal insurance is.
Ms. Henning: So, that was just what I wanted to confirm as far as obtaining the liability insurance.
Ms. Duque: Correct, and we do need that, what we generally do Nataly is, if the Board approves to move forward with it, our District counselor would draft an agreement, and it would be an agreement between you and the District to provide those services, and we'll get into more details when that moment comes, and we'll let you know specific documents we need.
Ms. Umoja:  Perfect, great.
Mr. Pelaez:  Thank you so much.
Ms. Umoja: Thank you guys so much as well, have a great meeting. Mr. Pelaez:  Thank you.
Ms. Duque: Thank you so much. Ms. Henning:  Thanks Nataly.
Ms. Duque: So, at this time I would need a motion from the Board to authorize District staff and at the same time myself, to work on that agreement and request the necessary documents and provide that to Nataly.

On MOTION by Mr. Pelaez seconded by Mr. Monserrat with all in favor, authorizing District staff to obtain all necessary documents and proceed with a draft agreement for Yoga classes with Nataly Umoja was approved.

Ms. Duque: Question Monica, is this the same lady we were talking about before her insurance or not?  This is a different one?
Ms. Henning: No, this is a completely different person.

Ms. Duque:  Ok, good, because I know the other one who didn't have insurance.
Ms. Henning: And she obtained it, yes, so then we can totally work with Nataly also, and make sure that she obtains.
Ms. Duque: Perfect, great information. Thank you so much for this Monica. Ms. Henning:  Of course, and thank you so much.
Ms. Duque: Now, the next item that I have, and I thought we were going to be able to talk before we start our regular agenda, is we received a request from one of the developers, and I have attached the set of documents to you, it's not in the agenda package, they are actually the loose documents, so unless Scott would like to discuss anything, I think this is an item that they should present. I had requested for them to be at the meeting today, and when I received the email, this was actually Thursday, February 3rd, so it was actually last week, I'm trying to do my best because it's my understanding that this a time sensitive matter, but if we don't have them here we can wait to see if they come any time during the meeting, unless the Board would like to discuss or have a little bit more information I think we should wait for them so that if there are any questions on the side of the Board, they can answer those.
Mr. Pelaez: I think they should be here unless you guys have something that's a clear cut, but I think they should be here to present what they want and we can ask any questions, I think unless Scott has something different, but I'd rather them be here.
Ms. Duque: I agree, I'm just saying as a proactive approach I sent this to Scott, I sent this as well to our District engineer, that's the email you will see there from George, but I think at this point we need to wait for them and then move forward, ok so let's continue then with our regular agenda.

SECOND ORDER OF BUSINESS	Organizational  Matters
Consideration of Appointment of Supervisor to Unexpired Terms of Office - Seat #4 (11/2024) & Seat #5 (11/2022)
Oath of Office for Newly Appointed  Supervisor(s)
Ms. Duque: The next item is the organizational matters, once again, we have tab A, consideration of appointment of Supervisor to unexpired terms of office, seat #4 and seat #5. We currently have 2 open seats, seat #4 will expire in November, 2024 and seat #5, November 2022. Is there anyone the Board would like to appoint for this current position?

Mr. Pelaez: I do have a resident that I would like to appoint. Ms. Duque: Ok.
Mr. Pelaez: She's here tonight, Zuzer Calero, she is part of the HOA, she is familiar, and very professional, she's been to all of Monica's events here at the clubhouse with the family, so I think she would be a great asset to this District and to this Board, so my motion is to add Zuzer Calero for seat #4.
Ms. Duque: So, I have a motion on that table by Mauricio, to nominate Zuzer Calero to seat #4.
Mr. Monserrate:  I'll second it.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, appointing Zuzer Calero to fill the unexpired term of office for seat #4 was approved.

Ms. Duque:  So, Zuzer welcome.
Mr. Pelaez: Bring your chair, it's official, you're over here now.
Ms. Duque: And Zuzer, there are a couple of items that we need to do right now, and the first one is the oath of office, so I'm going to read it to you, and after I say the word "I" please provide me with your name, and towards the end you can say I do, or I accept, and I'm going to need you to fill out this information and I will notarize it. So, "I"
Ms. Calero:   Zuzer Calero.
Ms. Duque: A resident of the State of Florida and citizen of the United States of America, being a Supervisor of the Palm Glades Community Development District and recipient of public funds on behalf of the District, do hereby solemnly swear or affirm that I will support the Constitution of the United States and of the State of Florida, and will faithfully, honestly, and impartially discharge the duties devolving upon me in the office of Supervisor of the Palm Glades Community Development District, Miami-Dade County, Florida.
Ms. Calero:  I accept.
Ms. Duque: Thank you so much, I will take care of that.  Also, Zuzer together  with that information I'm going to be providing you with a couple of documents. The first one is Form  1, which  is the financial  interest  form,  and  you must  file  this document

within 30 days of your appointment, meaning 30 days from today with the Supervisor of Elections of the county you reside in. So, I'm providing you with this document which has the information that you need to file this form. If you have any questions, you can always contact the attorney or myself and we will provide you with that information.  Now, the other document is the Florida Commission on Ethics, so as you know this  code is to promote the public interest and then pretty much this code is intended for the public officers to conduct themselves independently and impartially. So, read it, and in case you have any questions, let us know. So, together with those documents  you  have the employment eligibility verification form for the Department of Homeland Security, and the W-4 which is the employment withholding, so those two go to me, and we'll talk a little more after the meeting if you have any questions.
Ms. Calero: Perfect.
Ms. Duque: Scott, anything you would like to add?
Mr. Cochran: If you have a moment to stay after the meeting, I'll be able to go over a few of the legal things with you.
Ms. Calero: Certainly.
Ms. Duque: Just a few additional things I would like to mention really  fast is Zuzer make sure, or if you could create a separate email address so that we can connect with the District yourself using that separate email, because they are subject to the public records request, so that would be just my only thing to add, and then also talk to Scott after the meeting.
Ms. Calero:  Got it.

Election of Officer(s)
Ms. Duque: The next item that we have is the election of officers,  so unless  there are any changes to our slate, and I will go over it again. We have Mauricio Pelaez as the chairman, we have George Monserrat as vice chairman, and Julie Medina as an assistant secretary.  Are there any changes to that slate?
Mr. Pelaez:  Not at this time.
Ms. Duque: Ok, so what we will do is we will add Zuzer Calero to seat #4 as an assistant secretary. So, for the record of today's meeting we have Mauricio Pelaez as

chairman, George Monserrate as vice chairman, Julie Medina as the assistant secretary, and we have Zuzer Calero an assistant secretary, and then we have Rich Hans as a secretary, Juliana Duque as an assistant secretary, and Patti Powers from my office as the treasurer, a motion to approve will take place.

On MOTION by Mr. Monserrat seconded by Ms. Calero with all in favor, election of officers, keeping the existing slate of officers and adding Zuzer Calero as an assistant secretary as stated on the record was approved.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
January 11, 2022 Meeting
Ms. Duque: The next item is the approval of the minutes of the January 11, 2022 meeting. This is the moment to present any additions, corrections or deletions to those minutes, if there are none, a motion to approve them will take place.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, the Minutes of the January 11, 2022 Meeting were approved.

FOURTH ORDER OF BUSINESS	Consideration  of Resolution #2022-
03 Approving the Proposed Fiscal Year 2023 Budget and Setting the Public Hearing
Ms. Duque: The next item is consideration of resolution #2022-03 approving the proposed fiscal year 2023 budget and setting the public hearing, and before we go to that resolution, I would ask the Board of Supervisors to actually look at the proposed budget for a second, which is posted behind the next tab of your agenda. So, now as the Board knows, the budget is the financial plan that serves as the basis of the expenditure decision making and subsequent control of those expenditures. So, this is what you have received, so I'm going to give one to you Zuzer because you only have the general fund. So, pages 1 and 2 is your general fund.
A resident:  For the COD?

Ms. Duque: Yes, and I don't know if you want to jump into the budget now, or what's your decision?
Mr. Pelaez: Let's just wait and finish the budget, I think we started that because we had him on the agenda, but we had to move it a little bit, so you're going to have to wait, because we had you at the top of the agenda.
Ms. Duque: Alright. So, once again, on page 1 and page 2, and I'm going to talk about them in general, and then we'll go into detail. So, page 1 and page 2 is the general fund, and we'll go back to those two items to discuss. Then pages 3 to 7, that's the narrative, which gives you a detailed explanation of each one of the line items in the general fund. Page 8 is the capital reserve fund, then the debt service fund is on pages 9 to page 19. For the purpose of today's meeting, and better understanding of our budget, this is the first component of the Non Ad Valorem Assessment. So, as you are aware, I always provide information to the Board of Supervisors that we have two components, one is the debt service, which is what I've been telling you about this last portion of it, those are the bonds, and the other component is the operation and maintenance, which is the one that you will see under the general fund, pages 1 and 2. So, for purposes of today's meeting, the Series Bonds 2016 budget is the amortization schedule which is on page 10, Series Bonds 2017 budget is on page 11, and it's amortization schedule is on page 12, Series Bonds 2011 A1 and A2 is on page 13, and it's amortization schedule in on pages 14 and 15. The Series Bonds 2020 which is the expansion area budget is on page 16, and it's amortization schedule is on page 17, Series Bonds 2021 which is the area project, that's the new area being built, or was built by Lennar which is almost I would say 100% completed, and that's on page 18, and it's amortization schedule is on page 19. So, those Series Bonds, I'm going to read them again, 2016, 2017, 2018 A1 and A2, 2020, and 2021 are the bonds associated with the interest and they are a fixed amount, that amount doesn't change. Then they are secured by the Non Ad Valorem Assessments. Now, each one of them has a maturity date which you are going to be able to see on the amortization schedules. For example, for Series 2016, the amortization schedule will show you May 1, 2036, for the Series Bonds 2017, the majority date is May 1, 2039, and it keeps going on for each one  of them.   The  last  one  which  for the project  area  for  Series  Bonds  2021, the

maturity date is on December 15, 2051. So, that's pretty much when it comes to the debt service, once again this a fixed amount, there isn't much that we can do with this portion of the Non Ad Valorem Assessments. What we could do is, and the area the Board of Supervisors can work on is on the general fund, so I want you to go back to pages 1 and 2. Once again, on pages 1 and 2, as I just mentioned, is our general fund, and this is known as our operation and maintenance assessment or the O&M assessment. This is the second component that makes up the Non Ad Valorem Assessments for the properties within the District, and that's what you will see on your annual tax bill from Miami-Dade County. Now, this portion of the budget has to do with the day-to-day operations of the activities of the District, and as you can see, we have divided that into the administrative, the field and also the clubhouse line items. As is reflected in our general fund, the assessment is not being increased, so it's the same amount that was proposed and adopted for our fiscal year 2022, remember we are talking about fiscal year 2023. Zuzer, the fiscal year for the District starts October 1st, and ends on September 3oth, so right now we are in what is called fiscal year 2022, because we started on October 1, 2021, but it goes all the way to 2022, until September 30th, so October 1, 2022 we're actually starting fiscal year 2023, that's why we're working on that budget.
Ms. Calero: Ok.
Ms. Duque: And we're doing it earlier, the Board is aware of this and this is something the we generally work on in the months of May, or June, but I'm not going to be here, so we're trying to expedite this. So, what we try to do in our general fund is, my office works with projections, so we try to see how much we have spent through this year compared also with the last year, the needs of the community, the upcoming projects that we're currently working on, and that's where the numbers come from. There are no big changes in our numbers as you can see, I'm going to give you a few examples, the Supervisors fee, we had it on the adopted 2022 budget at $9,600, and it went up to $12,000, it went up because I want to make sure we have the proper amount in our budget. We have flipped around, like our Board of Supervisors, we have 5 people, but sometimes we have only 4, we have had only 3 for a little while, and remember, they're being paid per meeting.   So, we did that because we didn't have   a

whole Board, but I do understand that the intention of the Board is to fillthose open seats, which we just did one today, and I want to make sure we include that exact amount for our budget. So, little changes like that were the changes that took place, nothing big in terms of what was adopted in 2022 and 2023, except for those that are represented in our current agreements and request an increase, or for any  other matters like the Board came to John let's say on repairs and maintenance, so sometimes what we try to do if we have $10,000 more, we use the money from contingencies and move it to the line item more or less to be on the same side, but as you can see for the field, we continue having contingencies, and we continue having the capital reserves, which is something that I've been working with the District since I stared managing the District with $275,000 for the capital reserves, and the contingency at  $7,705.  Then  the  same  for the  clubhouse,  right  now we  have  a contingency  of
$5,149, there is a change of that line item compared to the adopted budget for 2022, and this is because as you might know, we have been in conversation about the management fees for the clubhouse. All of our vendors have approached us, we have discussed contracts and also the increase on salaries, and this is not new for the Board, we have done I believe pretty much all of our vendors, and this is something that we are facing right now due to the economical conditions that we are living with in our country right now, so we have to be prepared for that. So, for that specific line item  management fees, we adopted in fiscal year 2022, $226,875, where contrary to right now $232,000, so we move it up just to make sure that if any changes come, we have enough cushion to provide for that, and you know what's happening, a couple of conversations that we've had with Oscar already had to do with introducing Sergio to our team, and also we're moving Monica to a different position which she can be more into the clubhouse activities than anything else, so we're trying to work all of those items around. We actually amended the contract with KW that as presented to the management company, and we're waiting for them to give us back the agreement with signatures, so executed. We talked to Oscar yesterday, Mauricio and myself, and he told us that he presented it already to management and he's waiting for them, so he's waiting to hear back from them. So, that's the only item that I would like to mention, another big item is holiday decorations, we had a lot of issues with COi this year, and

due to those issues, the Board requested a credit which was provided by COi, we already received that credit as well but, Mauricio and I started to do some due diligence trying to see what other companies are outside, what can we do if there's going to be a need to change this agreement but, I think what we have in our budget is enough, unless you believe that we need to add any additional items. We already met with one company, I don't know Mauricio if you would like to give any updates.
Mr. Pelaez: Yes, we met with them, they gave us some great information, it's preliminary, so we need a little bit more time but, we're starting to gather all that, so we're looking for a third company and then we'll bring it back and see what's the best option but, it requires a lot of going back and forth.
Ms. Duque: So, for the purposes of today's meeting, I don't think we need to make any changes, once again, I believe that's the only additional items that we need for discussion but, I don't think that will affect the budget.
Mr. Pelaez: Right.
Ms. Duque: Now, the other item that I would like to present to you and it's not reflected in your budget is for the management fees and the field fees with GMS, the company that I represent. We are requesting also an increase, this hasn't been done, it hasn't been requested by the management company to the Board, I kept it as is because I wanted to have this conversation with you first before approving or moving in any other direction but, the proposal for the management fees on the adopted budget will go up from $43,353 to $45,521, that represents pretty much $25 per home, $2 per day, and for the field management from $19,500 to $20,475, so that is close to $0.54, so it will be a total increase of $3,143 per year, so that's the only additional request that I make to the Board, if you feel this is something you would like to move forward with please let me know, and if not, then once again, we'll keep the budget as it is, the only increase on the management fees at this moment is the 3% as per the contract, but once again, we haven't done this, we haven't requested this from the Board, and I think we're all facing the same situation, our company is going through the same issues but it would be once again up to the Board to decide how you would like to proceed. I don't know if you have any questions, I don't know if you would like to change any line items, remember we propose today, but we need at least 60 days to adopt, so we still have the

March meeting to meet again, if there are any other changes, or if there is anything that you would like to work around this proposed budget, so it will be up to you to let us know.
Mr. Pelaez: So, I have a couple of things, so I am ok with the management fee increase on the administrative and on the field, like you were saying.
Ms. Duque: Ok.
Mr. Pelaez: And I'd like to see for the clubhouse side, taking $10,000 from contingency and adding it into the social expenses.
Ms. Duque: Ok.
Mr. Pelaez: I know Monica, which she'll present later the list of events  that's she's been working on, so we have for the whole year but, the goal is really and especially in 2023 is to really ramp up the social events. We want to have the best events in town, we're competing against another clubhouse that has some good stuff and  we're  going to top that.   So,  it's coming  soon  and  so I'd  like to  have    another
$10,000 there so Monica can go for it, so if everyone is ok with that.
Ms. Duque: Ok, so is the rest of the Board in agreement with those statements? Mr. Monserrat: Yes.
Ms. Medina: Yes.
Ms. Calero: Yes.
Ms. Duque: Thank you so much, I truly appreciate that and GMS, we truly appreciate that. So, for the record of today's meeting, you would like for me to move forward with the management fees, under the administrative to $45,521, for the field management under the fee, will be up to $20,475, and then for the clubhouse, the residential social expenses    will go up to $30,000 and the contingency will go down to
$44,149, correct?
Mr. Pelaez:   Yes, thank you.
Ms. Duque: Ok, perfect, are there any other questions, or any other comments about the budget? Perfect, not hearing any, let's go back to our resolution. So, the resolution and I'm going back before the budget and that is resolution #2022-03, so the District must annually adopt a proposed operation and maintenance budget prior to June 15th, and transmit the same to the Clerk of Courts of the county, Commissions of

Miami-Dade County. So, after a minimum of 60 days, the submittal of the budget, the District must conduct at least one public hearing. So, that's why we need to set up our meeting to adopt the budget, that is what this resolution is pretty much telling us, that  we have those 60 days to propose when we're going to adopt our budget. So, 60 days from today we have the April 12th meeting, because we will not be able to do it on March 8th. Once again, that will give us time in case anyone has any questions about the budget, and in case anyone from the community has any questions about the budget, we can answer those, or make any necessary changes to the budget if needed. So, we could have our public hearing to adopt the budget on April 12, 2022 at 6:30 p.m. and I guess at the clubhouse location. So, once again, at this moment I will need a motion from the Board to approve resolution #2022-03 and our public hearing will be to approve our proposed budget which will be on April 12, 2022 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse at 23770 SW 115th Avenue, Miami, Florida 33032.

On MOTION by Mr. Pelaez seconded by Ms. Medina with all in favor, Resolution #2022-03 approving the proposed Fiscal Year 2023 Budget and setting  the Public Hearing for April 12, 2022 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse at23770 SW 115th Avenue, Miami, Florida was approved.

FIFTH ORDER OF BUSINESS	Ratification  of:
Small Project Agreement (Entrance Trellis Project 2021) with Chandler Contractors, Inc.
Invoice with Chandler Contractors, Inc.
Ms. Duque: Let's move on to the next item, the next is ratification of the small project agreement, this is for the entrance trellis project 2021 with Chandler Contractors. I'm very happy that we finally completed the job, it was an interesting job as the Board might recall, but I'm very happy and it looks beautiful. I think the intention is to leave it as is with a natural color, we're not going to introduce any brown colors, or any of those colors that were there before, and that will help protect the wood. So, a motion to ratify that agreement will take place.

On MOTION by Mr. Monserrat seconded by Ms. Medina with all in favor, ratifying the Small Project Agreement for the entrance trellis project 2021 with Chandler Contractors, Inc. was approved.

Ms. Duque: Then the next item is a motion to ratify the invoices that we have received from Chandler Contractors, and once again, I like just to bring those back so you are aware of the work that is being done. Those were pretty much related to cut down, load and dumping of the trees at 11486 SW 237th Terrace, and then there was another direction in the amount of $3,625, and we also have the front trellis replacement which was the agreement that we just ratified, and the total amount due, which was at the completion of the work which was $20,000, so I need a motion to ratify those.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, ratifying the invoices with Chandler Contractors, Inc. as stated on the record was approved.

Ms. Duque:   So, now let's move forward with   Jonathan.
Mr. Freiria:Yes, I am Jonathan with Luxor Developers, we're actually developing the project right behind this portion of the neighborhood, it's 27 homes, and there's two turns, there's a hammerhead turn in two parts, so the homes stick a little bit further out, it's the same size home on all the lots, they're As and Bs, one story homes, but on those specific lots, the roof comes out a little bit further.
Ms. Duque: And Jonathan I'm sorry, I'm just showing the Board of Supervisors the location of it.
Mr. Pelaez: That's by the 4 way stop just be clear, right? Ms. Duque: Yes.
Mr. Freiria: Yes,  correct.
Ms. Duque: So, I don't know if the Board can see this right now, and just give me one second Jonathan. This is the location of it, this piece of land here is property  owned by the District, and this is the reason why they are reaching out to the District, so go ahead Jonathan.

Mr. Freiria: Yes, and we get basically the signature of all these neighbors here that are up against the project and if you see here, these two entryways, there's a hammerhead turn, so the lots, because of the hammerhead turn are a little smaller, so the city asked us to either get the signatures of everybody, or push this roof back to where it is right here, which is very minimal, it's about like 2', so that's why I'm here because it had to be at 1O', and it's at 8' at the moment, so I had to go and get everybody's signature and I was not made aware that somebody needed to sign from the COD, so that's why I'm here. If someone with authority can sign that, it would be great.
Mr. Pelaez: So, it's that one right there. Mr. Freiria: Yes, correct.
Ms. Duque:  It's that one right there.
Mr. Pelaez: Remember that's the street that cuts through. Ms. Calero:  That's 240th?
Mr. Pelaez: Yes, it is.
Ms. Duque: Now, just so the Board knows, I actually approached the District counsel last week and also the District engineer, I wanted to make sure that this zoning variance wouldn't affect anything related to the District land. I did receive an email from our District engineer, which I have attached to the set of documents that I provided you with, and once again, as per his experience, the zoning variances for a setback change will not affect any District property, so he doesn't have any issues with it. I don't know if Scott would like to add anything, I don't know if the Board has any additional questions for Jonathan.
Mr. Cochran: The only thing I would add is, like you said, the city is requesting a variance from the setback requirements, they make you go through the adjacent property owners to get their consent or non-objection to sign off on that, so it's something that's normal. In talking to Juliana, my main concern was just to confirm with the District engineer whether it would have any impact on any of the District's properties or maintenance responsibilities or anything like that, and we confirmed there wouldn't be any impact so, that being said, where we're at, I can't recommend one way or the

another, but it won't have an impact on the District and so it's explained what they're seeking.
Mr. Pelaez: Is there any cost to the District besides the signature that we need to do to make this happen if we move forward, there's nothing else?
Ms. Duque:  The District will not pay for anything.
Mr. Pelaez: No, but I'm saying is there any other steps besides the signature? Ms. Duque:  No.
Mr. Pelaez: Ok, I'm good with it.
Ms. Duque:  No, the District will not accept or enter into any agreements.
Mr. Pelaez: Right, I didn't know if we needed to talk about it tonight or not if we were paying for it.
Ms. Duque: No, that will be Luxor Developers responsibility. Mr. Pelaez:  Ok, so I'm good with it.
Ms. Duque: Ok, perfect, so I will need a motion from the Board to sign off on the zoning variance for the setback by Luxor Developers.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, authorizing the proper District officials to sign off on the zoning variance for the setback requested by Luxor Developers as stated on the record was approved.

SIXTH ORDER OF BUSINESS	Staff  Reports
Ms. Duque: Let's move forward to staff reports, so tab A is attorney, Scott.

Attorney
Mr. Cochran: Yes, as I mentioned I'll go over with Zuzer some of the paperwork and welcome aboard, just the legal things she needs to know, the ethics laws and the government Sunshine laws and public records laws, it's something we always go over with the new Board of Supervisors. Other than that, I've still been looking into the issue that's been pending with respect to the maintenance responsibilities for the swales that are in the public rights-of-way, I think I've narrowed down to where I'm looking, so I'm still  just  trying  to  figure  out  how it all works  together  to be  able  to  give  you   guys

something a little bit more concrete but, I've been going through plats and the declarations and the covenants, and those kinds of documents, so I think I'll have something for you at the next meeting, so that's my plan. Beyond that, I've just been working with management on the amendments to the agreements with Delta Five and KW and so I think we've already got the Delta Five one pretty much done, and we're  just waiting to get the KW one signed, and that's really all I have to report right now. Also, just a reminder with the budget, that by adopting the proposed budget, we've set the ceiling so we can't raise it, but we can lower it and we can adjust line items, but we've set the ceiling for it, and that's all I have unless anyone has any questions.
Mr. Pelaez:  Thank you.
Ms. Duque: Thank you so much Scott for that report. Also, in reference to items that Scott has worked on, the HOA received all of the agreements for the mailboxes, so they have that and it's my understanding, or the last email that I received from them, they said the attorney is still looking at it, so they will let us know.

Engineer
Ms. Duque: Nothing to report under the engineer's report, once again items that were discussed during our last meeting, the floating areas and all of that, the request was sent to the residents for them to provide us with the Miami-Dade County permits,  as well as the architectural modifications from the HOA. They did mention that they have the architectural modification, they purchased the home when the pavers were already installed, but they installed percale or the awning, so I requested once again, I understand they have the HOA architectural modification, but we need the approval of Miami-Dade County for those too, which I have not received a reply to that email. The other item was the one close to the west side, we already removed the trees, so we're in the process of inspecting the area once again with the District engineer and see what's going to be our next step.

Club
Monthly Report
Discussion of New Printer
Ms. Duque: So, let's move forward to clubhouse manager report, Monica?
Ms. Henning: Good evening. So, this month, or actually in January, in addition  to the Christmas decor we had inside and in packing that away, we had a quite a few items that we had been working on. We still do have some that are currently in  progress, a lot of touch up paint and things like that inside, in the event spaces, and then also of course some of our more standard ones, replacing light bulbs and things like that we're working on, and we still have some on hold right now while we're finishing other things that are in progress so we'll continue to tackle those through February. As far as for club updates and project status, we are still slowly making headway on the storage shed projects, we're working closely with Chandler Contractors to secure those final permits so that we can move forward. Then also the transition of the club documents, for the moment I have that on hold so that we can really continue to push full speed ahead with the storage project, since that's our top priority, so I'm looking to go ahead and finalize everything and start the digital filing project in March, if that's ok with the Board, but of course that is still something, I know it's approved and we are making sure that gets taken care of shortly after the shed. So, then as far as for value optimism and recommendations, one of the things that Sergio and I have actually been kind of discussing at length recently is the potential to approach the Board with the idea of taking a look at a new sound system, we're experiencing some little dropouts and issues here and there with some of the speakers, and then also with the amplifiers themselves. I am trying to get a little bit more information as to when those exact amplifiers were installed, whether they are the originals or if those had been replaced at some point so details on that to come, and some other ideas that we'll get as well, and we'll bring them before the Board in March to see if it's something that we may want to tackle for this upcoming year, or if it even would be available.
Mr. Pelaez: So, that one was a goal, I know Stephanie back then she had worked on it, we met with a vendor and so forth, but it was just in transition, but I think it's great idea. The music cuts out, half the time it's off, they have to turn it on, I've been in the gym and I have to walk over and tell them because they don't know, so I think it's

a great idea, if you have it on the IPad you can go around changing things, so I think that would be a good idea.
Ms. Henning:	Definitely,  and there's  different  systems  that both Sergio and have had experience working with at the various other properties, Crestron is of course the big one, usually it's put in with developers, also Sanos is another top one too, but of course there's others that are coming up on the market as well, so we're not just going to stick with those two brands, we're going to look at everything, whatever would be cost effective  but,  also  that's  really  going  to work,  and be easy to use.	Then  as far as hospitality, in January we had our clubhouse game day, that one was fun, we did it on a Saturday afternoon, we kind of switched things up a little bit, it was a little bit more low key, which I think some of the residents are pretty happy about because they could just sort of come and go during the whole window of time that we had the event, come in, grab some snacks, play whichever games they wanted. Some of them got really into it and they played different games, I know Julie's family was here, it was really awesome to see the girls just totally beating Julie at all the games, but I know they had a great time, it was awesome, thank you for coming, and the other families that were here too, they definitely had a great time. We also had bingo night as well, and had a great turn out for that as well, the HOA was kind of enough to bring pizza in for us so everyone really enjoyed that.
Ms. Duque: Please thank the HOA once again for handling it for the District.
Ms. Henning: Absolutely, I certainly will. Then the upcoming events that we  have for February are the Valentine's BYOB, I know we discussed a lot of the approvals last month for those, so those vendors have already been secured on the COD side and then the HOA is going to be working to just finalize the food and beverage for that, so it's looking like it's going to be a well attended event, so we're really excited to see everything for Friday. Jose and Sergio have already been assisting with some of the initial setup and of course through the week we're going to make some changes and move things around in here too to get ready, so it's going to be great. Also, we have food truck night coming up as well, on Friday, February 25th, we already have 250 residents who have RSVP'd for it and we have 9, almost 10 confirmed food trucks, so it's going to be really exciting.     The food truck vendors, they really enjoy coming here

because they know that the residents get excited about it, and that it's always a good turnout, so they're more than happy to come back every time, so we're happy about that. Coming up in March we'll have the shamrock scavenger hunt again this  year, which should be interesting, the clues are going to get a little bit harder, and it's definitely going to be fun, we'll of course be running around the entire property to make sure everyone gets their exercise. Then we're also going to be doing a basketball free throw contest, I'm working with some local basketball coaches, which we're kind of trying to secure exactly how we're going to do it, how we're going to present, whether it's age groups or things like that, so that's still being set up but, that looks like it's going to be an exciting one as well. Then coming up in April of course our Easter extravaganza and our earth day event as well. As far as for proposals for the Board for consideration, I don't know if we should look at it now but, based on the events budget that we have, I wanted to present to the Board, I have it in front of you for review, essentially dividing up the remaining budget that we have for events, so that if the Board would allow me to go ahead and start working even further in the future rather than just one month ahead of time, I'd be able to continue to secure some of the entertainment like for example Easter and such further out, so of course we'd be able to lock things in and we wouldn't have to stress about losing cool entertainment and things like that. So, if that would be something the Board would be ok with, it's all presented out for each and every event.
Ms. Duque: And just right now for the Board, this totals the amount that we currently have in our budget, it was adopted in our fiscal year 2022, so we are agreeing to the amount in case that's a concern for the Board.
Mr. Pelaez: I think it's a lot better like that then instead of every meeting doing it, so that's great.
Ms. Henning: Yes, and this way it allows me to go ahead, if checks need to be requested, etc., then I can go ahead and set that in motion and we can plan for that.
Ms. Duque: It's important to mention that Monica, for this budget, presented as it goes for the fiscal year, so for the October and December events, that was already done, once again it starts with the ones that would be in March, because you already have those two approved.

Ms. Henning:  Correct, yes.
Ms. Duque: So, it's important for the Board to know that as well. Are there any questions about those events, about the amounts?
Mr. Pelaez: No.
Ms. Duque:	So,  I  will  need  a  motion  from  the  Board  to  approve the 2022 resident's events presented by Monica.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, accepting the 2022 resident's events presented by Monica Henning was approved.

Ms. Henning: Then we wanted to go over the printer as well? Ms. Duque: Yes.
Ms. Henning: Ok, so I went ahead and did have a couple of preliminary discussions with Juliana and also Mauricio as well about looking at replacing the current printer that we have. The model that we're looking for is something that would be  similar, we currently have a Ricoh product, but we looked at Ricoh and then also with a company called EBS which came highly recommended from the HOA, that's the company that they are using to bring in their printers. Speaking with both, and making sure we were comparing apples to apples, while Ricoh of course would have the exact same style of product, EBS really seems to present a better maintenance package, better response time, even really better response as far as whenever we were touching base for proposals, asking questions, overall just the customer service was spot on, whereas with Ricoh, it was much more do it yourself kind of thing, or here's all the information, extrapolate what it is that you need. Also, doing a little bit of digging on my side, and even from having to work with, or call for service with Ricoh, it's pretty hands off, the directions are ok, we have a U-tube link, we'll send you the product, you fix it yourself, which was a little bit concerning with some items, especially if we don't have registered technicians here onsite to swap out parts, where EBS it was, we'll send out a technician within 2 to 4 hours, if we can't fix it that day, then we'll make sure that we're able to turn around within 24 hours, if that's not possible we'll get a loaner out to you. Loaners were not something that was part of the maintenance discussion with Ricoh so

that was a little bit concerning to me as well. There were also some discussions as well because the price points that they have as far as, the way that they state it is, you can either purchase it outright cash, you are able to lease it, which you are leasing a brand new product straight from the manufacturer, set up however you want. They also had another option that we had asked about, I know on the HOA side it's something that they utilize which is more of a renting, I of course asked a lot of questions like, what's the difference between renting and leasing because they seem the same. Leasing is of course, like I said is brand spanking new product, if we were renting, it would be a pre­ owned or pre-used machine that they would be obtaining. It's basically just coming off of a lease contract, and they would be placing it here. The rates are lower from what they explained, however, the one difficulty with us being able to rent is that the type of machine that we would be looking for, they are hard to find. Both Ricoh and EBS explained that's something that they could potentially be able to do, but they would not be able to guarantee that we would get exactly the model that we were looking for, and they also can't confirm the timeframe that we would be able to get it either, they said sure, even if we signed a contract in March, you may not actually see the one that you need until July or August, so we don't know. So, that was a concern to me even though it would be a cost savings, I don't know that it would necessarily really be the best option for us. So, overall, I think that we should, or my recommendation would be to move forward with EBS.
Ms. Duque: Monica, a question. Ms.  Henning: Absolutely.
Ms. Duque: In terms of the product itself, what's the model, how many months, and what's the price?
Ms. Henning: The model that we were specifically looking for that we narrowed it down with EBS would be, it's a Kyocera, actual machine or product itself, and it's the CS3554ci, and so it also comes with the staple finisher and it essentially would be able to produce 35 pages per minute, black and white and color as well.
Ms. Calero: And the price for that?
Ms. Henning: The price for that one, so we have 2 options, either to go for 48 months and that would be $341.89  or we can move to 60 months  and that would    be

$297.00, with their service program we would be looking at 3,000 black and white per month, and then any overages would be $0.008 for that and then it would be 1,500 color copies per month. They did explain to us that if we happen to have a pretty low month, and then we have one that kind of blows it out of the water, they average those out quarterly, so we do have some breathing room there, it's not like we would be completely losing those counts.
Ms. Calero: Do you know how many you have per month, have you ever counted?
Ms. Henning: That is right about in line, at this point we don't have the ability to actually get the exact numbers off of that copier, but taking a look, basing it off of what the HOA does for output, what we do for output, that's pretty much right in line where we're at, so I don't really see that we would need to go with more than that. I think that would be just fine, and then of course too if we needed talk about adjusting that as well, we could speak with Michele about that, Michele is the contact that we have there.
Ms. Duque: So, now are they aware that they might need to enter into an agreement with the District?
Ms. Henning: Yes, they are aware of that. I already let them know, they said of course that we would just go ahead and provide that to them so that they would be able to review and then of course follow up with any questions that they had.
Ms. Duque: Ok, so we do have the office supplies and the clubhouse supplies, and I'm just trying to go back to our budget since we're working on our budget. The two rental options that we are being offered as Monica mentioned is 48 months for $341.89, or 60 months at $297.00 so that will represent an annual cost for the District of, if we go with option 1 for the 48 months, $4,102.68, if we go with option 2, that will be $3,564.00, so I don't know how the Board feels to go one way or the other. If this takes place I  think I can use, I don't think we need to make any changes, perhaps just to add an additional line item which will be, since we're going to be under a contract, specifically under the clubhouse, and we'll make sure we take those expenses out of the clubhouse office supplies, clubhouse supplies, which I think we are very close to the amount, the projected    amount for the next 9 months is going to be $8,755, we have in our budget
$11,000, so I think we pretty much have the $4,000 that we need there to be able to

allocate to this particular contract if that's something that the Board would like to move forward with.
Mr. Pelaez: Now, I know usually we don't enter into contracts, I know this is a rental agreement and so forth, so is there anything here that we need to know but, usually we don't do any agreements right?
Ms. Duque: No, we do, we actually have an agreement in another District for a printer, because they are services, they have maintenance, and things that we want to make sure that they follow the COD parameters so we will do it Mauricio, so we'll do it. I'll work with Scott, they have done it before with other Districts for the same service, I don't perceive any issues, I just want to make sure that they are aware of it because there are certain clauses and conditions that we will make sure is there in terms of the District.
Mr. Pelaez: Ok, and I think it's great, the HOA has used this company for years now and the service has been great, so I think it's going to be good. I'm ok with the less expensive one for the 60 months.
Ms. Duque: Ok. Are there any other questions from the Board? Do you agree with that statement?
Ms. Calero: I think I would like to go with whatever is easier or what you would like better, I'm ok with either one.
Ms. Henning: Well, given the two, and especially, I think that Sergio would also be able to speak to it as well, just for the fact, because she had even mentioned if we have to do like any maintenance on ours, or if there were any items that needed to be dropped off or anything like that, if they were coming to service the HOA ones, they can stop and do ours at the same time. For example, even if we just needed a toner cartridge delivered, they'd be able to save us on the UPS delivery by just dropping it off whenever they're here to service that one.
Ms. Medina: Can this deduct from the HOA, it's very possible right?
Ms. Henning: It was, they were very helpful, and they were flexible and I liked  the fact that even whenever I was presenting concerns, what happens if the machine goes down, what happens if you can't get the parts, she constantly had an answer there or a solution for me, even to the point where she's like, if we can't figure this out, or you

have questions, call me right back, and here's my cell number, I'm always available,  and we just really didn't get that level of service in speaking with Ricoh, and a lot of the times where I'm asking questions, things weren't specifically always clear, you really  had to kind of dig for specific answers, and it just seemed a little bit concerning.
Mr. Pelaez:  The HOA has two machines they use.
Ms. Calero:  And how long have they been using EBS?
Mr. Pelaez: I'd say about going on 2 to 3 years now. They started with one, and then added another one.
Ms. Duque: And Ricoh, from what I've seen right now, if we compare, like apples to apples, for the 60 month lease, EBS is $297.00 and with Ricoh it's $366.66, so it's even higher. Ok.
Ms. Henning: Then the concerns there as far as like with the maintenance and the things like that, and the service agreement, it wasn't as robust as EBS so I would feel more confident if the machine went down or if we had any issues, that we'd be in better hands with EBS.
Mr. Pelaez: It does have the USB stick also for the printing?
Ms. Henning: Yes, she also mentioned too that all of the components inside are ceramic components which have a longer shelf life, so to speak, and she actually named a bunch of high profile places that do utilize Kyocera's, so it was also comforting to here that too.
Ms. Duque: Ok, is the rest of the Board in agreement? Mr. Monserrat: Yes.
Ms. Duque: Ok, so I will ask for a motion from the Board to approve the proposal for the rental option of the Kyocera CS 3554ci and enter into an agreement for 60 months in the amount of $297.00, and also authorize District staff to work on the agreement.

On MOTION by Ms. Medina seconded by Mr. Monserrat with all in favor, accepting the proposal from Kyocera for the CS 3554ci printer rental for 60 months in the amount of $297 and authorizing District staff to prepare an agreement as stated on the record was approved.

Ms. Duque: Anything else under club manager's report? Ms. Henning: No.
Ms. Duque: Thank you so much Monica for that.

Field Manager
Monthly Report
Service History Report with Solitude Lake Management
Irrigation Repairs Report
Sidewalk Repairs Report
Ms. Duque: Let's move forward to field manager report, Andi.
Ms. Hinz Philippi: Good evening, everyone. I don't have much to report today, I just want to let the Board know that we followed up on two houses that we had encroachments that we decided that we were going to give them time to remove the encroachment on COD property, and we had one house that their response was that they cleaned up all of the planters, but they left the border of the mulch, and I understood that they didn't understand the amount of work that they had to do there, so I sent another letter explaining and listing, you have to remove the border, you have to restore the grass, the turf that was removed and the mulch was put there has to be removed, and then you have to leave the encroachment on COD property clean, and then you can still have the things that are in your borderline of your house there, but not on the easement. So, we sent this one out and gave them a little bit more time because we saw that they were doing things. The other resident didn't even reach out and they didn't remove anything, so I went ahead and asked Nick to remove the plants, which were the ones that I liked, but I did ask him to remove them, I tried to fight for them but this Board didn't want them there, but it's going to be done.
Ms. Duque: And once again, since that's being done, that's going to be charged to that specific unit at the cost of the removal of the plant material which was indicated on that letter that they received as well. The only additional item that I would like to add to Andi's report is, as you know, we do the drives with BrightView and together we go to what is called a quality site assessment report that they will provide to us, it's always included in the agenda package. There are a couple of things that we noticed, those being some recommendations related to the installation  of new grass at the west  side

park, there are some vehicles being parked at the Miami-Dade County Park, an email was sent to Yadira and Delta Five is aware as well. We have discussed this before and we received also the ok from Miami-Dade County that nobody should be parking in those areas, so we have that by email, Yadira has it by email, and we need to make sure on our side, or it would be on the HOA side that they enforce it, so that is being done. There is also a couple of recommendations that were done and completed in terms of the irrigation pumps, they are back, that's part of our regular repair and maintenance, when we face those, depending on the work that needs to be done, I will approve and make sure we move forward, because if not, that will affect our plant material. All of that in invoices, as well as that report is attached to your agenda package. The other additional item that I would like to mention from the Board, we have walked, Mauricio and myself, you know we've been working on the main entrance projects, and for the main entrance project we used to have a silver buttonwood that was planted since the community was built. This plant material is being used by a lot of developers as a hedge, but in reality it's a tree, so over time when you have dead wood, you trim it very often, it gets leggy, so you will see only some of the leaves at the top, and you can't do anything with that, he is not going to come back, it's been there since 2005, so we have decided to remove it, and we take advantage of the removal of that plant material to pressure wash all of the walkway, and we're going to install new plant material, so that is coming. We're going with two different plant materials, at this time  we have not decided which one, but the pressure cleaning was actually finalized this past Sunday, so that's coming, just so the Board knows. I think Andi's reported everything already, she also included all of the pictures for the project that is being done, and all of the pending projects. The last one is sidewalk repairs, you do know  that we have this line item in our budget, so what we do is we just tackle them as we go. If we need to do sidewalk repairs, we'll do it, once again, I would like to remind the Board of Supervisors that we do sidewalk repairs only on COD property. The way the community was developed, and the properties that were transferred to the District, there is only certain roads and sidewalks that are owned and maintained by the District, the other ones are owned and maintained by Miami-Dade County. So only those, are the ones we tackle, I have included some of the pictures, so you're aware of the project that

is being done, and it was already completed, and I don't have anything else to report. Thank you so much Andi for the report, I know she also received an email by the way about a lake, she looked at the lake today and we're going to make sure we follow up  on that request done by the resident. So, everything was already presented under the field manager.

CDD Manager -  Discussion of District Credit Card for Clubhouse
Ms. Duque: Let's move forward to COD manager report, so the only item that I have is a discussion of District credit card for clubhouse. So, you know at this moment the clubhouse is using the HOA credit card to make the purchases for the holiday decorations, also when they have certain clubhouse events, certain items that they  need to purchase for the decorations, that are used for the actual event, they've been using the HOA credit card. Jose, our maintenance person, when they need to request something, he will go to Monica and they will use that credit card to provide that. So, what I wanted to see is, I wanted to have at least a year of us using that HOA credit card to see more or less how much we were using it, how much was indeed that need for us to have one, the District can have a credit card, but for that the Board needs to approve it. Everything will be handled directly from my office, and then the reports will be done the same way they're being done with the HOA right now, so we need to receive all of the invoices that back up the transactions on that credit card, and that's how we will pay and kind of have the records of the use of that credit card. When you  go to, and I've been very strong with Monica about this, which she's been following, when you go to Home Depot, or certain places to purchase items, you will not see the item per se, but a number, so a number doesn't mean anything. I need to make sure that line item is described on the receipt as per what was bought, generally she sometimes includes some pictures and things like that as well, so all of that information is very important, to make sure we have it and we back up that credit card. If the Board allows me, I can authorize finally our accounting department to work on this credit card, but I do need a motion from the Board to move forward in that direction.
Ms. Calero:  How much?

Ms. Duque: No, depending on what we have used already, they will encounter that amount.

On MOTION by Mr. Pelaez seconded by Mr. Monserrat with all in favor, authorizing staff to proceed with purchasing a credit card for miscellaneous items for the District as stated on the record was approved.

·

SEVENTH ORDER OF BUSINESS	Financial  Reports
Approval of Check Register
Balance and Income Statement
Ms. Duque: Let's move forward to financial reports, so 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 them will take place.

On MOTION by Mr. Monserrat 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  Supervisors requests?	Not hearing any, there  is no audience present, so there are no audience comments.

NINTH ORDER OF BUSINESS	Adjournment
Ms. Duque: A motion to adjourn will take place.

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

Secretary( I Assit t9nt Secretary

I
Chairman / vfeL.Chairman