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, October 19, 2021 at 6:30 p.m. at the Silver Palms by Lennar Clubhouse, 23770 SW 115th Avenue, Miami, Florida.

Present and constituting a quorum were:

Mauricio Pelaez Jesus (Jay) Vazquez Bryant Xavier George Monserrat Julie Varela Medina

Also present were:

Juliana Duque Luis Hernandez
Andressa Hinz Philippi Scott Cochran
Monica Henning Andrew Sherman Teresa Baluja

Chairman Vice Chairman
Assistant Secretary Assistant Secretary Assistant Secretary

District Manager
Governmental Management Services Governmental Management Services District Counsel
Clubhouse Director KWPM
Lennar Homes (by phone)·

Segment I:
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  to  Fill  Unexpired	Term of Office (11/2022) Seat #2
Oath of Office for Newly Appointed Supervisor(s)
Ms. Duque: The next item is organizational matters, and once again I would like to remind the Board of Supervisors that we currently have an open seat which is seat #2

for the unexpired term of office that expires in November, 2022. Do you have at this moment anyone that you would like to appoint for that position?
Mr. Xavier: Yes, I would like to recommend Julie for the position, she has expressed interest a few months ago, and I think this is the third or fourth consecutive meeting she's been coming to, so I'll give you guys the floor and also her the floor if she still has that same interest, but like I said, I've known her from outside of the association meetings and I think she'd be a great addition to the team.
Ms. Duque: Perfect, thank you so much for that Bryant. Is there a second?

On MOTION by Mr. Xavier seconded by Mr. Vazquez with all in favor, appointing Julie Medina to fill the unexpired term of office for seat #2 was approved.

Ms. Duque: So, Julie welcome, join us at the table please, welcome to the team. So, I'm going to read the oath of office, and after I say the word "I", you would just state your name for the record, and towards the end you would say, I do, so "I".
Ms. Medina: Julie Medina.
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. Medina: I do.
Ms. Duque: Thank you so much. So, we have given Julie her oath, and if you could please fill this out and return it back to me.

Election of Officers
Ms. Duque: The next item that we have is the election of officers. Currently we have Mauricio Pelaez as the chairman, Jay Vazquez as vice chairman, we have Bryant Xavier and George Monserrat as assistant secretaries. So, at this moment the Board

has two options, #1 is change the slate of officers, or name Julie as an additional assistant secretary, that's going to be up to the Board, and for you to discuss.
Mr. Pelaez: I recommend keeping it the same and adding Julie as an assistant secretary.
Mr. Xavier: That makes sense.
Ms. Duque: So, we'll keep the same slate of officers, so just for the record of today's meeting, I'll read it really fast, we have Mauricio Pelaez as chairman, Jesus Vazquez as vice chairman, we have Bryant Xavier, George Monserrat and Julie Medina as the assistant secretaries, and you have Juliana Duque as the secretary of the District, Rich Hans, from my office, as assistant secretary, and Patti Powers as treasurer.

On MOTION by Mr. Pelaez seconded by Mr. Xavier with all in favor, election of officers, keeping the existing slate of officers and adding Julie Medina as an assistant secretary was approved.

THIRD ORDER OF BUSINESS	Approval	of	Minutes	of	the
September 14, 2021 Meeting
Ms. Duque: The next item is the approval of the minutes of the September 14, 2021 meeting. This is the moment to present any additions, corrections or deletions to those. If there is none, a motion to approve them will take place. So, once again, unless there is any comment to those minutes, a motion to approve will take place.

On MOTION by Mr. Xavier seconded by Mr. Pelaez with all in favor, the Minutes of the September 14, 2021 Meeting were approved.

FOURTH ORDER OF BUSINESS	Public	Hearing	to	Consider	the
Imposition of Special Assessments related to Series 2021 Bonds
Motion to Open the Public Hearing
Ms. Duque:	The next item is the public hearing to consider the imposition of Special Assessments related to Series 2021 Bonds, and I'll let Luis explain that item.

Mr. Hernandez: Sure. Once again, good afternoon,  verybody.  I will try to make it as simple as we can. The first action that needs to be made so that we can move on with that particular matter will be, and what we're going to be entering into is a public hearing. Just for you to know, what the District has done, based on the direction at the last meeting, we have sent a letter to the one owned property that is being subdivided into 36 units and letting them know what it means and what that implies. By doing so, allowing them and informing them to come to this meeting if they have any matter to express or not. As of yet, neither my office or I have received any questions to those letters, nor have I received anything indicating that anyone is against all that is being proposed and presented. Based on those indications, the first action that I will need from the Board would be a motion to open the public hearing.

On MOTION by Mr. Xavier seconded by Mr. Vazquez with all in favor, opening the Public Hearing was approved.

Supplemental Engineers Report
Mr. Hernandez: The next step that you have is, and you can see in your agenda, you will find that in section 4B, a copy of the supplemental engineer's report. Julie, since you were not part of the Board but you were part of the District, I'm going to be taking a little more time with these items a little bit further to explain. What this document does is it presents what is the estimated costs to improve this particular area. This pertains to only, what used to be called 1 acre lots, it was 7 that initially the intent was to build only 7 units, but as the market has changed, the developer has gone and been successful to subdivide it and replat it to 36 units. So, what we're doing right now is taking those 7 units and providing all the steps for 7 of those 36 units, and there will be 29 units that are going to have an additional cost. The part that is being presented in this methodology report dated July 23rd, all it does is it becomes the final of what would be the costs to improve that piece of property, those approximate 7 acres. Nothing has changed since the time that it was being presented before, still the purpose once again for the report is to define the cost, as needed to the community is estimated that the total cost to improve that land is roughly $1.2 million dollars. So, at this point with that being said, unless anyone has any questions, I would ask for a motion to accept the

supplemental engineers report. Once again it has been presented without any changes and it continues to be dated July 23, 2021.

On MOTION by Mr. Vazquez seconded by Mr. Pelaez with all in favor, accepting the Supplemental Engineers Report dated July 23, 2021 was approved.

Master Assessment Methodology
Preliminary Supplemental Assessment Methodology
Mr. Hernandez:   The next step that you have, I'm not going to be spending too much time, there is nothing that you really need to do, but I will be defining what the document is, and you will find that in section 4C which is the master assessment methodology. What this master assessment methodology does is it takes and describes what would be the total affect if the entire parcel were to be fully financed by the COD. The reason that I'm not going to be describing it in full is because it does not apply to reality, it's just letting us know what the full cost would be if the District were to be financing it.   Instead, if you move to the next one, and for those of you who see the one that made it to the record is not July 12th, the one that you see in the package, and I gave a handout, it will be in section 4D. The one that made it in the package is called preliminary supplemental assessment methodology and the difference from the one I am just presenting is that this latest one says, supplemental assessment methodology, so the word "preliminary" has been taken out. The reason that it has been taken out is because the bonds have already been done, at least the contract has been entered into, so that if everything that we're intending on doing is successful, the District will be able to go ahead and issue those bonds. Once again, the reason for this being just a supplemental is because now at this point, we know what the specific parameters for the issuance are that the District is intending on doing. The easiest way for me to explain those parameters is by going to the tables, so if you just go to page 5, you're going to see in table 1 that identifies once again, that out of the 36 units there are going to be built out of this project, 29 are going to have an allocated debt. All of them are identical, all of them are comparable, but they are going to be 29 that are going to have an allocated principal for the Series 2021, the prior 7 units are going to have an

allocation from the existing bonds. As you move on to table 2, what table 2 does is it takes the engineers report and indicates that's the entire cost of the public improvement. It is important for the Supervisors to know that any portion that isn't paid out of the bond proceeds, there is an agreement with the developer where they're going to be responsible to finalize all those public improvements, so any deficiencies are being covered by the developer.  If you move to table 3, what it presents is what is going to be the bond sizing, in other words, what would be the amount of bonds that the District is going to actually issue. At this point we can say that it's $550,000, what the District is going to be issuing, the average interest rate is 3.65%, it will be bonds that are going to be made for 30 years, the capitaliz d interest that has been kept is for only 2 months, and the total cost for the construction has been limited to $413,000. So out of
$1.2 million that is being needed, the developer is only going to be financing $413,000, the difference of the $700,000 that they need, it will be paid from the developer to finalize that construction. Table 4 presents what would be the allocation if the entire cost was to be financed through the District, just the cost, so, that people can see what the benefit those units are receiving for all those public improvements that are being provided on this land. Table 5 presents what would be the allocation in principal for each one of those 29 lots, and once again it recognizes that the 7 original units are going to have carry forward, the bond that had been allocated from the original bonds, nothing from the Series 2021 that is just being issued. The important part of this table is that it indicates how much will be the annual obligation for those units, and for the bonds they need to pay $1,061 for 30 years to be able to pay for the benefit that they are receiving from the COD. The next table, what it presents is what is the allocation in each one of the folios, once again, the parcel has been platted as per the developer, Miami-Dade County has not subdivided in the individual folios. So as of yet, we only have the acreages, and everything is just being handled based on those acreages. With all that being said, once again this was the same information that was being passed on to the property owner. Does anyone from the Board have any questions? Hearing no questions, then a motion to approve the supplemental assessment methodology dated September 20, 2021 would be in order.

On MOTION by Mr. Xavier seconded by Mr. Pelaez with all in favor, accepting the Supplemental Assessment Methodology Report dated September 20, 2021 was approved.

Public Comment and Testimony
Approving the Project and Declaring Special Assessments to Fund Project
Mr. Hernandez: At this point, I just need to open the hearing for public comment. Seeing that we don't have anyone from the public here today, so we're not skipping that part just for the record, it's just that there is no public comment to have on the record at this point. The next step is kind of being redundant, but it is appropriate to take so that no one doubts that it was being done, is that the Board is going to approve the project and its going to declare Special Assessments to fund this project. In other words, the Board is accepting that what is being presented, based on the cost that needs to be incurred, based on what the units to be issued is going to be sufficient to declare Special Assessments to fund the project. With that being said, a motion approving the project will be in order.

On MOTION by Mr. Vazquez seconded by Mr. Xavier with all in favor, approving the project and declaring Special Assessment to fund the project was approved.

Equalization of Assessments
Mr. Hernandez:   At this time, equalization of assessments, it just means that in this case it's simple, as all the units are equal. It makes it a little bit harder when you have different product types, but in here where we see all the products are the same, but still it's appropriate for the Board to have a motion accepting that it has been equalized, meaning the apportion and allocation has been made equal for all the units based on the product type. With that being said, a motion to equalize assessments has been met and presented to you.

On MOTION by Mr. Xavier seconded by Mr. Vazquez with all in favor, the Equalization of Assessments was approved.

Adoption of Resolution #2022-01
Mr. Hernandez: Moving forward, do we have Steve on the phone? Ms. Duque: No, I only have Teri and us.
Mr. Hernandez: Ok. Scott, do you mind helping us with the resolution?
Mr. Cochran: No, not at all. So, this is resolution #2022-01 and this is the assessment that basically formalizes kind of what we did with approving the project, declaring Special Assessments and equalizing those assessments.   At the last meeting, if you recall, we adopted a resolution that declared the intent to impose these Special Assessments that would fund the new payment of the debt on the bonds that are going to be issued and we·had a second resolution that set the public hearing for today, at which time we'd have a public hearing to consider these assessments which is what we're doing now, and so this resolution is the next step. This is the one that actually imposes the Special Assessments on the properties, which are the properties within this project only, and it's in order to repay the debt service on the bonds that are going to be issued, which is the subject of the engineer's report and the master assessment methodology, supplemental assessment methodology. So, what this resolution does is it just formalizes that, and this is the one that has the effect of actually imposing the assessments over the debt service on those bonds. So, we've looked it over and our recommendation would be to have a motion to adopt that resolution. Thank you.

On MOTION by Mr. Vazquez seconded by Mr. Xavier with all in favor, Resolution #2022-01 was approved.

Motion to close the Public Hearing	.
Mr. Hernandez: The last step on my side would be a motion to close the public hearing.

On MOTION by Mr. Xavier seconded by Ms. Medina with all in favor, closing the Public Hearing was approved.

FIFTH ORDER OF BUSINESS	Consideration	of	Series	2021
Bonds - 2021 Project Area:
Lien of Record
True-Up Agreement
Acquisition Agreement
Declaration of Consent
Ms. Duque:	The next item is consideration of the Series 2021 Bonds, 2021 project area, and Luis, you can continue with that one.
Mr. Hernandez:	Ok.	So, this is called the ancillary document, and what this· document is doing is that now the issuance of the bonds is going to have some security. So, for instance the lien of record is so that anyone who acquires any property, they're going to see on the public record that there is not only a COD but, that it's a place allocated to the property.	So, with that being said, we can present them all and just make one motion to approve them all, which is being called the ancillary documents for that reason.	What the True-Up gets to be doing is that in the event that anything happens, although for those who have seen it, the 36 units are already stood up, but keep in mind that not all the projects move as fast as this one, but what the True-Up does is that in the event that the developer cannot build the 36 units, they will be responsible for paying the debt for those units that were not being built. The acquisition agreement is just so another document that is necessary so that the District will acquire all the public improvements that are being built by the developer. The District gets to acquire them at the cost that the developer incurred, so the District engineer is going to see and whatever the developer has paid, the District will be able to reimburse them and acquire those improvements. The declaration of consent is just to allow the District to move forward and the now established project, you make it to be the respo_nsibility of the COD. Is there anything further that needs to be presented?
Mr. Cochran: I would just add, so the lien of record, the other thing that does is, technically the Statutes, when you adopt the resolution imposing and levying the Special Assessments that creates the lien of record, but this is something you do, not only to give the notice, but also to protect the District additionally because there's certain Statutes that describe a lien of record and having security already to other types of liens, so it's something that they do also to protect the District. Then on the declaration of consent, that's an agreement by the developer that they're consenting to

the jurisdiction, the COD, that we have the authority to levy these assessments and they're also basically consenting to the imposition of the assessments, as they are property owner for this property, so those are the only two things I have to add, but yes, Mike from our office prepared these ancillary documents so we would recommend a motion adopting the ancillary documents including these four that Luis has just described.
Mr. Hernandez: Unless anyone has any questions, a "so moved" will approve the statement that was presented by District counsel.

On MOTION by Mr. Pelaez seconded by Mr. Xavier with all in favor, accepting the Ancillary Documents as stated on the record was approved.

Ms. Duque: Thank you so much Luis.
Mr. Pelaez: Are we done after this meeting with these items, or are there still going to be more discussion, or motions?
Mr. Hernandez: The bonds are supposed to be met, now that we have taken all these steps, by October 28th is the closing day where the bonds will be materialized. I have already signed the documents, so you need to schedule with him to sign them. So, as soon as you sign some documents that need to be done, everything on the District's side has been taken care of, and it appears that we have everything taken care of on our end.
Mr. Pelaez: Ok, thank you. Mr. Hernandez: Alright.
Ms. Duque: And just for the record Mauricio has been very active signing those documents already, so we're in the process.
Mr. Hernandez: So, unless you need me for anything else, I will be more than happy to be available if you have any other questions.
Ms. Baluja: I wanted to say thank you guys, thank you Board for all your help with this, and hopefully this is not the last time we see each other.
Mr. Pelaez: Thank you so much.
Ms. Baluja: Thank you to the GMS team as well.

Ms. Duque: Thank you Teri. Ms. Saluja: Thank you.

SIXTH ORDER OF BUSINESS	Ratification of:
Agreement with Lennar Homes, LLC
Facility Use Agreement
Ms. Duque: Let's move forward to our next item which is the ratification of the agreement. We have two agreements to ratify today, one is the agreement with Lennar Homes, that's the agreement that was stipulated, the point that pretty much the Board requested to be able to complete this bond issuance, and also the facility use agreement which the Board already knows that we have those offices back. So, for Julie, we like to bring those items that were approved before so that they become part of the record of today's meeting. So, a motion to ratify those two agreements will take place.

On MOTION by Mr. Xavier seconded by Mr. Vazquez with all in favor, ratifying the Agreement with Lennar Homes, LLC and also the Facility Use Agreement was approved.

SEVENTH ORDER OF BUSINESS	Consideration	of	Engagement
Letter with Grau & Associates to perform the Audit for Fiscal Year Ending September 30, 2021
Ms. Duque: The next item is consideration of the engagement letter with Grau & Associates to perform the audit for the fiscal year ending September 30, 2021. The Board is very familiar with this, it is the same audit company that has audited the District previously. So, at this moment I will request a motion to approve the engagement letter.

On MOTION by Mr. Vazquez seconded by Mr. Xavier with all in favor, accepting the engagement letter with Grau & Associates to perform the audit for Fiscal Year ending September 30, 2021 was approved.

Ms. Duque: Now, let's move forward to our workshop section.

Segment II: Workshop Section:

(The Board had a workshop meeting at this time to discuss the following items. No actions were taken)

A. Discussion and Approval of Resident Reimbursement Request
8. Discussion of Clubhouse Rules and Regulations

Segment Ill:
EIGHTH ORDER OF BUSINESS

Authorization or Approvals Requiring Board Action for Items Discussed During Workshop

Ms. Duque: So, back to our regular meeting and the next item is segment Ill,
authorization or approvals requiring Board action for items discussed during the workshop section. The first item was the resident reimbursement request and I have direction from the Board of Supervisors to work with Jay to make sure that invoice that we received is a valid invoice, and if it is, the Board of Supervisors agrees with that reimbursement. Do I have a motion?

On MOTION by Mr. Vazquez seconded by Mr. Xavier with all in favor, authorizing staff to work with Jay Vazquez to verify the validity of the invoice and proceed with the resident reimbursement request as discussed during the workshop section was approved.

Ms. Duque: The next item that we have, we discussed the clubhouse rules and regulations. We pretty ·much went through all of the rules and regulations for the clubhouse and the rental agreement as well. All of the changes were mentioned during the workshop section, and we are having a public hearing on December 14th. Is there a motion?

On MOTION by Mr. Vazquez seconded by Mr. Xavier with all in favor, authorizing staff to advertise for a public hearing on December 14, 2021 to approve the Rules and Regulations of the Clubhouse, and also the Rental Agreement as discussed in the workshop section was approved.

NINTH ORDER OF BUSINESS	Staff Reports
Ms. Duque: Moving on to staff reports, Scott?

Attorney
Mr. Cochran: I do not have anything specific to report, unless the Board has any questions.
Mr. Pelaez: Nothing new for regulations with COVID?
Mr. Cochran: No, we monitor that regularly, but nothing new from the Governor's office, nothing new out of the county on that.
Mr. Pelaez: Ok.
Ms. Duque: Alright, thank you so much Scott.

Engineer
Ms. Duque: Nothing to report under the engineer.

Club - Monthly Report
Ms. Duque: Clubhouse manager's monthly report, Monica?
Ms. Henning: Yes, good evening again. So, as far for happenings at the clubhouse, under operations and facilities management, we do have a few items that are in progress currently. You can see the list there and some of the key ones are replacing the women's heating unit in the sauna, we're also replacing the tile in the offices, and working on the landscape lighting and the power outlets near the royal palms, as well as the removing of the carpet for the gym annex, which has actually already been completed now. The items that we had from Fitness Solutions, they have all arrived and they have been installed, and so the residents are already pretty excited about it, and I'm seeing an uptick in usage in that room, so they are very excited about it and they were happy that the Board made those changes. As far as club updates and project status, we're still working on the storage shed, like I mentioned the fitness equipment, the addition of those items which are now completed, and then also the tiling of the offices is in progress. For value optimization, our recommendations would be to replace the garbage disposal that we have in the kitchen, it's been making some weird noises, and to maybe look into in the future, if it's possible to transition some of the paper documents to digital filing.

Mr. Xavier: Well, can that be done?
Mr. Pelaez: Is that something that is allowed?
Ms. Duque: We just need to make sure we keep all the records here. Mr. Pelaez: But do you need to have a physical file here?
Mr. Cochran: I think it depends on record.
Ms. Duque: There are some you're going to have to keep all the time.
Mr. Cochran: Well, I think it's format, I mean if it's a document that says dated as electronic format, I don't think you have to print it out to store a hard copy of it.
Ms. Duque: Correct.
Mr. Sherman: We're not getting rid of the document, we're keeping it.
Mr. Cochran: Right, and I think it depends on the nature of the document, like I think certain ones have to be kept physically.
Mr. Sherman: Do you know other communities of what they automatically keep?
Mr. Cochran:  I'm still confused a little bit, what kind of documents are we talking about?
Ms. Henning: The ones that we utilize on the clubhouse side which could be the
clubhouse registration, is really the main document.
Mr. Cochran: And how is that currently handled?
Ms. Henning: It's kept in a paper file cabinet that are secured in the club office.
Mr. Cochran: So, are you talking about switching to an electronic registration system or you talking about still doing the paper, but just scan them and get rid of the paper?
Ms. Henning: It would be more of that, scanning and removing, but then also is it something where we could move to a digital format, like for example, the clubhouse registration when they're coming in, they're basically all digital from HOA, as it is. Is that something they can just essentially transfer over to us, we don't have to print them out and all of that?
Mr. Pelaez: Is there another form that they need to fill out when they come, after they do the HOA side?
Ms. Duque: The HOA has a lot of personal information.

Mr. Pelaez: No, but I'm just saying is there a different form that they have to come do when they get to the clubhouse?
Ms. Henning: No.
Mr. Pelaez: So, what form is safe in their file here for the club side? Ms. Henning: Their club registration.
Mr. Pelaez: Ok, so when is that club registration done?
Ms. Henning: It's either, if they're an annual member when they come in and they actually let us know and they fill everything out at the front desk, they fill it out manually. If it comes from the HOA through the approval process, we only receive just the club registration.
Mr. Pelaez: And that's the digital or printed form? Ms. Henning: Printed right now.
Mr. Pelaez: I just don't know how the HOA gives it to the COD.
Ms. Henning: It's in a printed format because we're all currently on a paper system, so it's printed.
Mr. Vazquez: But what you're doing is gathering information.
Ms. Duque: That information has the name, the address and the FOB number. Now we have a system which is the key FOB system where we register everyone because you need the FOB to actually come and scan, and the system shows your information and the key FOB, that's how we're doing it.
Mr. Vazquez: Correct, and that key FOB is maintained up to date.
Mr. Cochran: From a legal standpoint, I don't think it matters whether it's a paper document or an electronic document, I think the key is whatever format it's in, it's a public record and it needs to be maintained as a public record, and I think even if it's the paper, I think if you're going to move a policy of scanning older documents and saving them, we should probably adopt some kind of policy that deals with how we're doing that, rather than just kind of being haphazard about it because I think if someone asks about it, if you don't have the original that you scanned it and shredded the other ones, it's a better position to be in that you can say, we have this record retention schedule and pursuant to the schedule after "X" amount of time, we scan and discard the originals.

Mr. Pelaez:  I think that's what we need to move forward with just digital, the HOA did it, and if we did it for 1,700 homes essentially, we have 10 million files cabinets with all these files now, it's quick and easy to find instead of searching through things, so you can have the same thing, essentially if something every happened, a fire, you'd lose all that stuff anyway right now, so by scanning it, and we're not talking about big money to get it done, a couple of thousand dollars. The HOA spends I don't know a couple thousand and that was on the paperwork, so it will be less than that and you don't have to deal with every time you need to look, go into the office, try to find the person's file, pull out that paper, you just go right to the computer and get it done, so if we need to make some type of, like you were saying policy, that's do it that way.
Mr. Cochran: Right, and the main key is that the public records are maintained, and if you guys are able to figure out a way to do it electronically, as long as there's a way to retain the public records with that information on them, and produce them if requested then you're ok, and so like I said, I think just in terms of the policy of doing that, I think it's probably cleaner if you have, and you don't have to go through rulemaking to do that, it would just be you could probably adopt a resolution that establishes that.
Ms. Hinz Philippi: And most of the things, even like you keep for 10 years maximum and then you can discard them, of course not referring to engineer or anything like that.
Mr. Pelaez: Essentially, we're going to have it forever, we're not really destroying
it.
Mr. Cochran: Right, so I think it would be just kind of like, and I can look if we
might have something like that in one of our Districts, but basically how do you archive this stuff so that you don't have to maintain physical copies?
Ms. Henning: It also secures them for hurricanes or anything like that because then you have it all scanned.
Ms. Duque: So, maybe we do it through a resolution Scott.
Mr. Cochran: Yes, and if you want, I can confer with our office and see if we've done anything like that before or look and see if there's some kind of general policy that we can adopt by resolution.

Ms. Duque: Ok, so let's do that and we'll bring it back to the next meeting.
Ms. Henning:   In the meantime too, I'll just get quotes so that if it's something that we determine we can do it, then I'll have some numbers to give to the Board and if we want to move forward then we can, so then I'll work on getting those quotes to bring back. For hospitality and social events, in September we had our arts and crafts on Friday, September 1oth where we did a few different activities for the kids, they had a really great time, they enjoyed it and we honestly have some really great artists in the community, I have to say. Then we also had bingo night on Friday, September 25th and residents always enjoy that one too, so it was kind of a nice event to bring back for them as well. For October, we already did have the pumpkin carving event, on Friday, October 8th and it was a huge success, we had a lot of fun, you'll see that in the next reports, a lot of the photos for that, and then coming up we're working on the Halloween bash currently. That's all I have for that, and for November we're also looking at hosting a fall festival.
Ms. Duque: Monica, are you going to be able to have that fall festival, and I'm going to ask this, and I don't know if the Board agrees or not, but I doh't know if you have seen the Halloween bash, the preparation for October, it's amazing, they're doing a tremendous job, and I would like to make sure for the meeting to say that the HOA has assisted in this process, the staff, it's amazing, the decorations that they're doing is beautiful. I don't know if you're going to have time removing everything to have a fall festival.
Ms. Henning: In the interest of really how much setup we have, and then the fact that we are going to be turning the club around very quickly after to set up for Christmas, if the Board would be comfortable with us foregoing the fall festival, that would help my team, and also the HOA and stuff to be able to properly take everything down from Halloween, repair anything that we need to, and then properly get ready for the holidays.
Mr. Vazquez: And I understand that, if you wanted to do more, and rush it through right before the holidays.
Ms. Henning: And also historically, Thanksgiving, or during November, it's been difficult for us to get events like really happening or off the ground, and I don't know why

it is specifically for November but, if we want to bypass that one and then ultimately, we can utilize those funds for a different event or something like that for the first quarter.
Ms. Medina: What did you have now for the fall festival?
Ms. Duque: She can do something like movies or like something that doesn't need that much of preparation.
Ms. Henning: We could do a holiday movie night because those are less expensive, it was going to be something more like how we do for food truck nights, but it would include additional games and setup and such, a hayride, a lot of decor, so ultimately it would end up being a pretty costly event as well.
Ms. Duque: Well, she can bring food truck night, and just have the truck outside, so it's not a lot.
Ms. Henning: And I'm just thinking of that one because we typically always have a large some type of entertainment for that one where if we scaled it back and did for example a movie night, that's something we could do.
Mr. Pelaez: It's more manageable.
Ms. Henning: It is, and ultimately like costs for an event to put on for that would be about $500 versus scaling it from the fall festival which would be a lot more costly.
Mr. Pelaez: Ok.
Ms. Henning: So, I'm fine to do that.
Mr. Pelaez: Are you good with still having a movie night, or do you think we should take a break with the events?
Ms. Henning: I honestly would be fine with either one, so we can do it or we can focus on like really heavy hitting for Christmas. I know we have a lot planned for Christmas, and we do a lot.
Mr. Pelaez: Ok, so skip November.
Ms. Duque: Ok, so skip November, so we have the direction from the Board to skip the fall festival or any events for the November month.
· Ms. Henning: Sounds good.
Mr. Pelaez: Just make sure we decorate in time so we have the club looking just like you guys had before, you know we really appreciate the HOA girls volunteering I see they're here all night now, so thank them on our behalf.

Ms. Henning: Yes, absolutely, and also just to note as well we will have the new full time front desk staff member coming in on November 1st is going to be their first day, they're replacing the staff member that left, so they'll be beginning to work with us November 1st, but yes, a huge thank you to HOA because they've really been able to help me a lot.
Ms. Medina: If there are any questions, we have to go to that invite App?
Ms. Henning: Yes, correct we've been utilizing like for some assistance because it's such a large event, so we've been using E-vite to help us keep track of our RSVPs and manage that.
(At this point several people were talking at one time, and no one conversation
could be heard)

Mr. Pelaez: Especially for big events, everybody wants to come, so you have 1,700 homes that want to come, and if we allow the guests, so we have to allow guests for them to bring.
Ms. Henning: However, it can also be difficult to confirm exactly how many people, as they're coming in to confirm every single person.
Mr. Xavier: But if you put it as an advertisement, hopefully it's just a deterrent.
Mr. Pelaez: Well, the App we're not opening it up on the App to where they're calling in.
Ms. Henning: Right, it's not published to the public. Mr. Xavier: Right.
Ms. Medina: Yes, because I did that, I was able to ask for 4 and then I thought for the pumpkin patch, my husband's partner, wife, and two kids were with us, and when I saw that E-vite, I clicked on an additional 4 and it let me, but now how many more people are going to do that?
(At this point several people were talking at one time, and no one conversation
could be heard)

Ms. Henning: At this point for Halloween, it would then be that staff goes back and audits every single household, all 500 people that registered?
Mr. Vazquez: No, again I'm talking about other services.

Ms. Duque: I think it's important to mention that we are trying to move, as Mauricio stated, to technology because it makes certain things easier, but we're new through this process too.  So, we knew we might have those hiccups here and there and that's what we need to start addressing now that we're seeing them, try to see what can be done to prevent those things.
Mr. Pelaez: And ultimately, we want everyone to be able to enjoy it obviously, but we just want to make sure the residents have the opportunity, that's really ultimately the main thing, and I don't want an event to be closed or something like that, or people are unhappy, but I have no issue with guests, I have no issue with any of that.
Ms. Henning: And that's the difficulty as well why as far as determining are no guests whatsoever allowed at any other events, and I try to police that, especially the events where they're smaller like for example we're in here, we just don't know how because I can only fit 74 residents in here legally to watch movies and stuff like that. So, out of 1,700 homes it's difficult because yes, we do get complaints about it but, at the same time too, like I have fire codes I have to abide by, I have some things that I can't get around.
Mr. Pelaez: It's partly the challenge because of the amount of people, and everybody's dressed up and that makes it a challenge too, and then we have to start with checking in with key FOBs and then you going to the list, and it makes it a challenge but I think it's something that we need to really work on and figure out for next year to include on the App and if there's some other option or a paid subscription or something, come up with something.
Ms. Henning: It's possible that either a paid subscription or something because we're utilizing the free one, and also because we're not charging for the event or anything like that, they don't have any reason to collect funds for it, but I know for 2019 Christmas, we had where you check in with key FOB and it was at the front desk and it caused a very major backup.
Mr. Pelaez: And then depending on what you have, they'll also have to registered and these big events you're going to have to put somebody with a list and they're going to have to call the resident and make sure you have 15 people signed up,

and you have 4 that live there, and I'm sorry we're going to have to come up with some type of plan.
Ms. Henning: Yes.
Mr. Vazquez: Does the event price let you download to PDF or CSV who's registered for an event and does it provide you the address and how many people?
Ms. Duque: Like Toronto report.
Ms. Henning: It does allow you to do that, and it also allows us to decide based on like what information we require to collect, for example, is it just the head of the household who is registering or do they need to specifically name out every single person, every person that's getting a ticket.
Mr. Pelaez: So, I think with a paid subscription I think definitely maybe will solve some of those problems.
Mr. Vazquez: Let me ask you, the HOA, do you have an Excel spreadsheet with the residents, and how many members there are at home?
Ms. Henning: On club registrations, yes and we would need to go house by house and confirm however many there are.
Mr. Vazquez: So, that registration information we were talking about earlier, you don't have it digitally anywhere?
Ms. Henning: No.
Mr. Vazquez: Ok, we have to modernize that.
Ms. Duque: I think we have the point here, so let's make sure we try to address that for future parties too, for now Monica let's see how you can perhaps contact the company and see how we can handle moving forward for any other person that would like to register so at least we have a certain type of control and we will bring back to our next meeting and talk about moving all of our documents to digital.
Mr. Pelaez: And we will need to move the November 12th event. Ms. Henning: Correct.
Ms. Duque: She did. Anything else Monica to report? Ms. Henning: No.
Ms. Duque: Ok, so nothing else to report for Monica.

report.

Field Manager - Monthly Report
Ms. Duque: And Andi, I think she just left, let me move forward to COD manager

CDD Manager
Ms. Duque: I don't have anything else to report, I think everything was already presented. The only thing that I would like to mention to the Board in general is that all of the agreements that were approved by the Board of Supervisors we have them already in place and I've been in contact with Chandlers for some of those items so I know they're coming and we'll be presenting you updates for the next meeting. Something important to report and I don't where Andi is but, let me assist her in her report, I think you guys have received the field manager's report, arid all of the services have been provided as per our agreements. It's important to mention to the Board of Supervisors that palm pruning and tree trimming has already started, so we're going to 238th Street and also 112th Avenue, so we're moving that way and it's been a big project but it's an ongoing project. The other item I would like to provide to the Board of Supervisors is we received also a text message from Bryant about the lakes, the lakes have been treated and that's why you saw some of the algae in submerged weeds in the area that was reported, but what was also sent to Andi is that they discovered some floating bladderwort, that's another plant in the lakes that they found, they just have to treat it, they treat it with chemicals that are allowed and approved.
(At this point several people were talking at one time, and no one conversation
could be heard)

Ms. Duque: But it's being treated, it's actually dead because it was treated, so just to report that, and go ahead Andi with your report.
Ms. Hinz Philippi: Yes, so I spoke with the person that does the service here and he told ine that the floating items are coming up because it was treated, so Juliana already let you know about that. It should be better in a couple of days, it's going to start dissipating.
Mr. Xavier: Since I sent the picture to Juliana, it's gotten a little better.

Ms. Hinz Philippi: Yes.
Mr. Xavier: And you can see it's going away.
Ms. Hinz Philippi: Then after that, it was stated that there was a dead duck or something and that was instructed to BrightView to pick up and clean up that area, but the ducks dying have nothing to do with the lake because the chemicals that were used don't harm the ducks. So, there's not much else I want to mention, I know we spent a lot of time on the rules today, just two things, we had the pop-ups installed on the medians and Juliana approved that some time ago and that was done, and then we had the sidewalk corrected that we approved last meeting so that's all good for the COD. Also, we changed some plant material on the medians, on SW 242nd, and one on 14th Street, and they look very nice.   I don't know if you guys have had an opportunity to take a look at that. We have also a lot of pictures for the wet check reports and the lake, we have some pictures there but that's all I wanted to mention to you guys today.
Mr. Xavier: Did BrightView mention when they're going to pick up the duck?
Ms. Duque: Yes, they said they were going to be there this week, they actually went through all of the lakes Bryant because that's not the only one that they have found, and Nick actually texted me this morning, he thinks perhaps someone is feeding them or giving them something that is making them sick, so that's what he thinks, we don't know, we are not experts so I don't want to make any statements but, generally when you find more than one there is another issue.
Mr. Xavier: I didn't know it was an issue, that's the first one I've seen.
Ms. Duque: So, yes it started already, and we are actually setting up a meeting so we can do inspections in the areas that he has already started, so it's ongoing. He
· also mentioned to me, just so you know that he has received the beams so we should be able to start that project at the main entrance for the trellises soon too, hopefully.
Mr. Xavier: Question on the tree trimming are there any excluded areas? Ms. Duque: No.
Mr. Xavier: Ok.
Ms. Duque: We do not have any excluded areas and all of the palm trees in COD areas are part of this project, so that means if you're asking about COD areas, there are no areas excluded in COD areas.

Mr. Xavier: Thank you.
Mr. Pelaez: And I know he's been busy, we've had him with the offices, but I'd really like to see the permitting started, and seeing the status and the process numbers to get back into that area, I know we have other things that are important but, maybe you guys can follow up with him.
Ms. Duque: You are talking about the shed? Mr. Pelaez: Yes, the shed permit, correct.
Ms. Henning: I'll speak with him.
Mr. Pelaez: So, I know the county takes a while but we have to follow up and make sure we're ready.
Ms. Henning: Will do.
Ms. Duque: Anything else to report Andi? Ms. Hinz Philippi: No.
Ms. Duque: Thank you for that report Andi.

TENTH ORDER OF BUSINESS	Financial Reports
A.     Approval of Check Register
8.     Balance and Income Statement
Ms. Duque: Let's move forward to financial reports, tab A is 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. Xavier seconded by Ms. Medina with all in favor, the Check Register, Balance Sheet and Income Statement were approved.

ELEVENTH ORDER OF BUSINESS	Supervisors	Requests
Audience Comments

and

Ms. Duque: Are there any Supervisors requests or audience comments? Not hearing any, and before we adjourn the meeting, once again Julie welcome to the Board of Supervisors. I have provided you with a couple of documents at the beginning of the meeting, the financial disclosure statement, that's Form 1, that needs to be filled out and filed with the Supervisor of Elections within 30 days of today in the county in which you reside. I have also provided you with a list of those, and I will show that to you after the meeting. You also received the Florida Commission on Ethics, please make sure you read the handbook which is pretty much the code to ensure that you as a public official will conduct yourself properly and will protect the Florida Sunshine laws, and in addition to that I think you also received the W-4 Form, which is the eligibility form, that will come to my office. I will go through each one of those documents and Scott is also available in case you have any specific questions, but once again, welcome to the Board of Supervisors.
Ms. Medina: Thank you.

TWELVTH ORDER OF BUSINESS	Adjournment
Ms. Duque: Then a motion to adjourn will take place.

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